Administrative Assistant III - Faculty Recruitment

UW School of Medicine and Public Health; Madison (WI); Hybrid; USD 33,000 - 47,000; Full time

Job summary

UW School of Medicine and Public Health in Madison, WI is seeking an Administrative Assistant III - Faculty Recruitment to support the faculty recruitment process within the Department of Medicine.

This role will collaborate with DOM faculty and SMPH leadership, as well as SMPH faculty recruiters, to perform administrative tasks including travel arrangements, itineraries, and coordinating interviews onsite or via virtual platforms.

Qualifications

• At least two years of administrative experience.
• Experience planning, organizing, and scheduling onsite and virtual meetings.
• Experience planning, organizing, and booking travel arrangements.
• Advanced experience in Microsoft Office, including Word, Excel, PowerPoint and Outlook.

Responsibilities

• Develops, sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures
• Prepares and audits complex records, edits documents, and reviews work done by others
• Serves as a primary point of contact for individuals and groups, provides organizational information via phone, in person, and through other communication mediums
• Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
• Develops, implements, and maintains methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures

Skills

Administrative experience

Meeting scheduling

Communication skills

Education

High school diploma preferred

Tools

Microsoft Office

Job description

Current Employees: If you are currently employed at any of the Universities of Wisconsin, log in to Workday to apply through the internal application process.

Job Category:

University Staff

Employment Type:

Regular

Job Profile:

Administrative Assistant III

Job Summary:

The Department of Medicine, within the School of Medicine and Public Health (SMPH), at the University of Wisconsin-Madison, is seeking an Administrative Assistant III - Faculty Recruitment to support the administrative function of the faculty recruitment process for the Department. As a representative of the Chair's office, this position will work closely with DOM faculty and leadership, along with the SMPH faculty recruiters, to perform administrative support functions such as travel arrangements, developing itineraries, and scheduling and hosting interviews (both onsite and virtual).

• This position may require some work to be performed in-person, onsite, at a designated campus work location. Some work may be performed remotely, at an offsite, non-campus work location.
• The work schedule is flexible and will be determined at the time of hire.

Key Job Responsibilities:

• Develops, sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures
• Prepares and audits complex records, edits documents, and reviews work done by others
• Serves as a primary point of contact for individuals and groups, provides organizational information via phone, in person, and through other communication mediums
• Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
• Develops, implements, and maintains methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures

Department:

School of Medicine and Public Health, Department of Medicine, Administration

Fueled by innovation yet grounded in kindness, the Department of Medicine empowers leaders to transform medicine and improve lives everywhere. We are committed to professional fulfillment and health equity. We strive to ensure that everyone in our department understands the importance of social impact and belonging—and is empowered to champion it in all they do. Join us and be a part of supporting our nationally recognized faculty, innovative medical education programs and exceptional clinical care as we work towards our vision of healthy people and healthy communities!

Compensation:

The starting hourly wage for the position is $28.85 per hour; but is negotiable based on experience and qualifications.

Employees in this position can expect to receive benefits such as generous vacation, holidays, and sick leave; competitive insurances and savings accounts; retirement benefits. For more information, refer to the campus benefits webpage. 2027 University Staff Recruitment Flyer

Required Qualifications:

• At least two years of administrative experience
• Experience planning, organizing, and scheduling onsite and virtual meetings
• Experience planning, organizing, and booking travel arrangements
• Advanced experience in Microsoft Office, including Word, Excel, PowerPoint and Outlook

Preferred Qualifications:

• Experience working in an academic or clinical environment
• Experience with recruitment activities

Education:

H.S Diploma preferred.

Contact Information:

Liana Nash, [e-mail]

Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.

Institutional Statement on Diversity:

Diversity is a source of strength, creativity, and innovation for UW-Madison. We value the contributions of each person and respect the profound ways their identity, culture, background, experience, status, abilities, and opinion enrich the university community. We commit ourselves to the pursuit of excellence in teaching, research, outreach, and diversity as inextricably linked goals.

The University of Wisconsin-Madison fulfills its public mission by creating a welcoming and inclusive community for people from every background - people who as students, faculty, and staff serve Wisconsin and the world.

The University of Wisconsin-Madison is an Equal Opportunity Employer.

Qualified applicants will receive consideration for employment without regard to, including but not limited to, race, color, religion, sex, sexual orientation, national origin, age, pregnancy, disability, or status as a protected veteran and other bases as defined by federal regulations and UW System policies. We promote excellence by acknowledging skills and expertise from all backgrounds and encourage all qualified individuals to apply. For more information regarding applicant and employee rights and to view federal and state required postings, visit the Human Resources Workplace Poster website.

To request a disability or pregnancy-related accommodation for any step in the hiring process (e.g., application, interview, pre‑employment testing, etc.), please contact the Divisional Disability Representative (DDR) in the division you are applying to. Please make your request as soon as possible to help the university respond most effectively to you.

Employment may require a criminal background check. It may also require your references to answer questions regarding misconduct, including sexual violence and sexual harassment.

The University of Wisconsin System will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful candidate will be released. See Wis. Stat. sec. 19.36(7). The Annual Security and Fire Safety Report contains current campus safety and disciplinary policies, crime statistics for the previous 3 calendar years, and on-campus student housing fire safety policies and fire statistics for the previous 3 calendar years. UW-Madison will provide a paper copy upon request; please contact the University of Wisconsin Police Department.