Assistant to Department Administrators

UWMSN University of Wisconsin Madison; Madison (WI); Hybrid; USD 52,000 - 58,000; Full time

Job summary

University of Wisconsin–Madison seeks an Administrative Assistant III to support the Chief Financial Officer, Assistant Director of Operations, and department leaders. The role requires high-level administrative duties, meeting logistics, travel arrangements, and document management within SMPH and associated entities.

The position may be onsite with some remote work possibilities, working hours typically Monday–Friday.

Qualifications

• At least 3 years of experience providing administrative support in an office, healthcare, or academic setting.
• At least 3 years with standard office software (e.g., Microsoft Office Suite, email/calendar platforms).
• At least 3 years experience coordinating complex scheduling (e.g., meetings, travel, or calendar management).
• Experience planning and facilitating events.

Responsibilities

• Develops, implements, and maintains methods and organizational systems for records according to established policies and procedures.
• 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.
• Participate in committees and process improvement initiatives.
• 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.

Skills

Administrative support

Scheduling coordination

Communication skills

Microsoft Office

Education

High School Diploma

Associate's degree or coursework in business/healthcare administration

Tools

Workday

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 and Employment Details

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

Job Summary

The Department of Medicine is seeking an Administrative Assistant III to provide support to the Chief Financial Officer, Assistant Director of Operations, and other department leaders. This position reports to the Executive Assistant of the Chair. This position is required to independently develop and maintain sound administrative procedures to ensure consistency and compliance in operations. The Assistant to Department Administrators will demonstrate exceptional customer service by establishing and maintaining effective professional relationships within the University of Wisconsin School of Medicine and Public Health (SMPH), UW Health (UWH), William S. Middleton Memorial Veterans Hospital (VAH), and others. Communications will be at all levels, including Executive Leadership, Department Chairs and Division Heads, Department/Division Administrators, Physicians, UW faculty, residents, students, scientists (both research and clinical), staff, and other internal and external customers.

In this position the candidate will provide high level administrative support to department leaders. Manage logistics for meetings, conferences, and travel. Organize schedules for multiple leadership positions. Gather, compile, verify, and analyze information for use in various communications. Facilitate communications of varying complexity between internal and external stakeholders. Plan and execute events on and off campus. Provide back-up administrative support to the Chair. Organize, audit, and maintain the security and confidentiality of records and files. Arrange travel, manage expenditures and reimbursements.

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. 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.

Successful candidates should possess the following knowledge, skills, and abilities: Strong initiative and sound judgement with the ability to solve problems independently and collaboratively. Exceptional organizational, communication, and interpersonal skills, with attention to detail and the ability to manage multiple priorities effectively.

Key Job Responsibilities

• 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
• 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
• Participate in committees and process improvement initiatives
• 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

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

Company Culture

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 $26.50 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 and SMPH University Staff Benefits Flyer 2026.

Required Qualifications

• At least 3 years of experience providing administrative support in an office, healthcare, or academic setting
• At least 3 years with standard office software (e.g., Microsoft Office Suite, email/calendar platforms)
• At least 3 years experience coordinating complex scheduling (e.g., meetings, travel, or calendar management)
• Experience planning and facilitating events.

Preferred Qualifications

• Prior administrative experience in a healthcare, academic medical center, or clinical department setting
• Experience with Workday or similar HR/administrative systems
• Experience supporting faculty, physicians, or other clinical/academic staff

Education

• High School Diploma preferred
• Associate's degree or coursework in business administration, healthcare administration, or related field preferred

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.

Eligibility and Sponsorship

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.

Contact Information

Kassie Hefty, [e-mail] Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.

Additional Information

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.