Administrative Assistant - Research Core

UWMSN University of Wisconsin Madison; United States; Hybrid; USD 27,000 - 39,000; Full time

Job summary

University of Wisconsin–Madison is seeking an Administrative Assistant II to advance the research mission within the Department of Surgery. The role provides administrative and programmatic support to leadership, coordinating meetings, events, and research programs at a designated campus location.

Some work may be remote. Responsibilities include scheduling, document preparation, and maintaining electronic/physical records, with a Monday–Friday schedule and a starting wage of $24 per hour,

Qualifications

• Strong attention to detail.
• Experience prioritizing multiple projects.
• High school diploma preferred.

Responsibilities

• Collects, analyzes, and prepares communications from established sources using technology.
• Plans and supports day‑of service for research education and collaboration events.
• Serves as a first point of contact and routes inquiries to appropriate entities.
• Schedules logistics and secures resources for meetings, travel, and unit operations.
• Maintains records and distributes communications according to policies.

Skills

Attention to detail

Calendar management

Project prioritization

Event coordination

Education

H.S. Diploma

Job description

Current Employees

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Job Category

University Staff

Employment Type

Regular

Job Profile

Administrative Assistant II

Job Summary

This unique position will help advance the research mission of the Department of Surgery by providing administrative and programmatic support to leadership. The incumbent will work directly with research leadership to develop and advance multidisciplinary efforts within the research teams by providing assistance with scheduling and managing resources for key meetings and research education and collaboration events, coordinating research programs and initiatives, and providing support to ensure the completion of research team core functions. 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.

Work Schedule

Monday through Friday 8:00a.m.- 4:30p.m.

Key Job Responsibilities

• Collects, analyzes, and prepares various communication materials from established sources utilizing technology mediums
• Plans, schedules, documents, and supports day‑of service for research education and collaboration events using established policies and procedures and ensures event compliance with institutional policy
• 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 and procedures
• Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures under general supervision

Department

School of Medicine and Public Health, Department of Surgery, Research Administration. The Wisconsin Department of Surgery is one of the leading surgical programs in the nation, excelling in patient care, surgical education, and surgical research. We are composed of more than 130 full‑time faculty across 10 divisions and nearly 200 additional staff who support our mission. Our surgeons perform almost 20,000 operations per year for pediatric and adult patients. Training the next generation of surgeons and clinician‑scientists is integral in our department, with more than 100 residents and fellows trained each year. The department is consistently among the top surgery programs with extramural research funding, ranking seventh nationally in NIH funding over the last 10 years.

Compensation

The starting hourly wage for the position is $24 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.

• generous vacation, holidays, and sick leave
• competitive insurances and savings accounts
• retirement benefits

Required Qualifications

• Evidence of strong attention to detail
• Experience prioritizing multiple projects

Preferred Qualifications

• Experience scheduling meetings and maintaining multiple calendars
• Experience in event coordination or project management
• Experience in customer service or communications

Education

H.S. Diploma preferred

Employment Eligibility

University sponsorship is not available for this position, including transfers of sponsorship and TN visas. The selected applicant will be responsible for ensuring their continuous eligibility to work in the United States (i.e. a citizen or national of the United States, a lawful permanent resident, a foreign national authorized to work in the United States without the need of an employer sponsorship) on or before the effective date of appointment. This position is an ongoing position that will require continuous work eligibility. If you are selected for this position you must provide proof of work authorization and eligibility to work. The department will not be able to support a request for a J‑1 waiver. If you choose to pursue a waiver and apply for our position, neither the UW nor UWMF will reimburse you for your legal or waiver fees.

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.

Contact Information

Samantha Connell, [e-mail], 608‑265‑5311 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.

UW‑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.

Work with purpose, make an impact, and grow your career. The University of Wisconsin‑Madison is committed to equity, inclusion and employee well‑being as we proudly work to improve the lives of people in Wisconsin and beyond. UW‑Madison offers a wide range of professions that cover various interests and skill levels. We employ everything from accountants to arborists, chefs to custodians, editors to electricians, graphic designers to groundskeepers, HR associates to HVAC technicians, librarians to locksmiths, mechanics to medical assistants, painters to police officers, web designers to welders, and absolutely everything in between! No matter what you are looking for professionally, chances are you will not only find it but will thrive at it while working at the University of Wisconsin‑Madison.