Administrative Assistant - Nephrology

University of Wisconsin Madison; Madison (WI); Hybrid; USD 38,000 - 56,000; Full time

Job summary

University of Wisconsin Madison’s Division of Nephrology seeks an Administrative Assistant to support division faculty, APPs, staff, and leadership in advancing clinical and academic missions.

The role involves high-level administrative duties, calendar management, travel coordination, and event support, with a mix of on-site and some remote work. Hours are typically 8:00 a.m.–4:30 p.m. Monday–Friday, with 80–100% FTE options.

Qualifications

• Experience providing administrative support to a busy division.
• Strong calendar and travel coordination skills.
• Ability to manage multiple projects and prioritize tasks.

Responsibilities

• Provide high-level administrative support to nephrology faculty, APPs and division staff.
• Deliver professional customer service and manage calendar/travel/expenses.
• Assist with recruitment activities including interview scheduling and onsite support.
• Support events with agendas, minutes, and logistics.
• Maintain schedules using QGenda and paging systems.
• Organize division files and distribution lists; backup other staff as needed.

Skills

Customer service

Calendaring

Travel coordination

Office software

Tools

QGenda

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 Summary:

The Division of Nephrology is seeking an Administrative Assistant to provide support to the division faculty, advanced practice providers, staff and leadership in advancing the Division's clinical and academic missions.

Job Details:

Job Category: University Staff
Employment Type: Regular
Job Profile: Administrative Assistant II

• This is a full or part time position 80%-100%
• Hours generally Monday through Friday 8:00a.m.- 4:30p.m. The work schedule has a small window for flexibility for start and end times.
• 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.

In this position, the candidate will:

• Provide high-level administrative support to the nephrology faculty, APPs and the division at large, contributing to strategic initiatives and daily operations
• Deliver professional and responsive customer service
• Assist with faculty calendaring, travel coordination, expense reimbursement and general administrative needs
• Assist with recruitment activities including creating itineraries, scheduling interviews and onsite support during interviews
• Provide administrative support for events and meetings, including creating agendas, presentations, meeting minutes, logistics and onsite support during events and meetings
• Maintain and communicate clinical schedules using QGenda software and hospital paging system
• Maintain faculty and division files, directories and distribution lists
• Organize and track multiple ongoing projects, helping ensure deadlines are met and priorities are aligned
• Serve as a backup to other administrative staff and functions within the division functions within the division

Key Job Responsibilities:

• Serves as a first point of contact for individuals and groups, provides basic organizational information via phone, in person and through other communication mediums, and routes more complex inquiries to the appropriate entities
• Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
• Maintains established methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies