Executive Administrative Assistant for Department Leaders

UW School of Medicine and Public Health; Madison (WI); Hybrid; USD 30,000 - 43,000; Full time

Job summary

The University of Wisconsin School of Medicine and Public Health, Department of Medicine, is seeking an Administrative Assistant III to provide high-level support to department leaders, including the Chief Financial Officer and Assistant Director of Operations. This role reports to the Executive Assistant of the Chair and develops sound administrative procedures to ensure consistency and compliance.

The Assistant to Department Administrators will deliver exceptional customer service, manage

Qualifications

• At least 3 years of administrative support in office/academic settings.
• Proficiency with standard office software (Microsoft Office, email/calendar).
• Experience coordinating complex scheduling (meetings, travel, calendars).
• Experience planning and facilitating events.

Responsibilities

• Develops and maintains methods and systems for electronic/physical records per policies.
• Acts as primary contacts for individuals and groups via phone, in person, and other media.
• Schedules logistics and resources for meetings, conferences, travel, and unit operations.
• Participates in committees and process improvement initiatives.
• Distributes communications according to policies and procedures.
• Prepares and audits complex records, edits documents, and reviews work.
• Provides high level administrative support to department leaders.
• Manages security and confidentiality of records and files.
• Organizes travel, expenditures, and reimbursements.

Skills

Initiative & judgement

Organizational skills

Communication skills

Education

High school diploma preferred

Associate's degree or coursework in business/healthcare administration preferred

Job description

The University of Wisconsin School of Medicine and Public Health, Department of Medicine, is seeking an Administrative Assistant III to provide high-level support to department leaders, including the Chief Financial Officer and Assistant Director of Operations. This role reports to the Executive Assistant of the Chair and develops sound administrative procedures to ensure consistency and compliance.

The Assistant to Department Administrators will deliver exceptional customer service, manage