Executive Assistant I

UW School of Medicine and Public Health; Madison (WI); On-site; USD 64,000 - 78,000; Full time

Job summary

UW School of Medicine and Public Health in Madison, WI seeks an Executive Assistant I to provide comprehensive administrative support to the Department Chair. The role requires handling complex schedules, meetings, and travel arrangements, while coordinating with internal and external stakeholders.

The ideal candidate will manage confidential correspondence, prioritize communications, and support department operations with exceptional attention to detail and discretion in a fast-paced academic

Qualifications

• Five+ years of administrative support experience, including direct support of senior leadership.
• At least one year managing complex calendars, coordinating meetings, and arranging travel for executives.
• Experience using advanced technology and AI-enabled tools to improve workflow and communication.

Responsibilities

• Develops and facilitates communications between internal and external stakeholders.
• Screens and evaluates correspondence and reports; recommends actions.
• Schedules meetings, conferences, and travel; organizes schedules for leadership.
• Monitors budgets and reviews expenditures.
• Manages confidential records and files with discretion.

Skills

Administrative support

Executive calendar management

Technology proficiency with AI tools

Education

Bachelor’s degree

Job description

Current Employees

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Job Category

Academic Staff

Employment Type

Regular

Job Profile

Executive Assistant I

Job Summary

The Department of Radiology is seeking a highly organized, proactive, and professional Executive Assistant I to provide comprehensive administrative support to the Department Chair. This key position serves as a trusted partner to department leadership in coordinating executive level: complex schedules, meetings, conferences, and travel arrangements while facilitating effective communication with a wide range of internal and external stakeholders.

The Executive Assistant I will manage confidential correspondence and records, review and prioritize communications, coordinate special projects, and support departmental operations. The successful candidate will demonstrate exceptional attention to detail, sound judgment, discretion, and the ability to manage multiple priorities in a fast-paced, growing academic healthcare environment.

Candidates who demonstrate the following knowledge, skills, and abilities will be given first consideration

• Utilizes advanced technology, automation, AI-enabled tools, and digital platforms to improve workflow efficiency, communication, project management, and decision making.
• Anticipates leadership needs, independently resolves issues, and prioritizes competing demands while maintaining exceptional attention to detail.

Additional Information

• This position requires work to be completed onsite, at a designated campus work location.
• The work schedule is flexible and will be determined at the time of hire.

Key Job Responsibilities

• Develops and facilitates communications of varying complexity between various internal and external stakeholders
• Compiles, screens, and evaluates correspondence and reports and recommends actions
• Schedules logistics for meetings, conferences, and travel and organizes schedules for a college or division leadership position
• Monitors budgets and reviews and approves expenditures
• Manages the organization, auditing, security, and confidentiality of records and files

Department

School of Medicine and Public Health, Department of Radiology

Join UW Radiology and UW Health—A Legacy of Innovation

The University of Wisconsin Department of Radiology, in partnership with UW Health, has been at the forefront of clinical care, imaging research, and education for nearly a century. Since its inception on May 18, 1927—when Dr. Ernst Pohle was appointed as the first professor of Radiology, the department has grown to more than 160 faculty members across 14 specialized sections, serving as a key pillar of UW Health’s world-class medical enterprise.

What Sets Us Apart

• Collaborative Excellence: Strong partnerships with UW Health, Medical Physics, and leading equipment vendors drive continuous advancements in imaging.
• Cutting-Edge Technology: We utilize state-of-the-art imaging in CT, MR, PET/CT, PET/MR, angiography, ultrasound, PACS, and AI-driven medical imaging.
• Robust Research Infrastructure: Dedicated support for grant writing, media specialists, research nurses, technologists, and data managers enhances investigative success.
• Premier Imaging Facilities: The WIMR Imaging Sciences Center offers 60,000 square feet of advanced imaging space, including MRI, PET/MRI, PET/CT, CT, ultrasound, angiography, cyclotron, radiopharmaceutical production and comprehensive small animal imaging technologies.

Visit our official website to learn more about our work and opportunities.

Compensation

The starting salary for the position is $71,000 annually; 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 or SMPH Academic Staff Benefits Flyer 2026

Required Qualifications

• At least five (5) years of administrative support experience, including direct support of senior-level leaders, executives, department chairs, or similar leadership positions.
• At least one (1) year of professional experience managing complex calendars, coordinating meetings, and arranging travel logistics in a professional office, healthcare, academic, or corporate environment at an executive level.

Preferred Qualifications

• Professional experience working in a higher education, academic medicine, healthcare, or research setting.
• Experience preparing, reviewing, and managing confidential correspondence, records, and sensitive information.

Education

Bachelor’s Degree preferred; focus in business administration, communications, healthcare administration, or a related field preferred.

Contact Information

Jen Cole, [e-mail] , 608-890-3371

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).

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