Hybrid Administrative Assistant II — Front Desk & Ops

UWMSN University of Wisconsin Madison; Madison (WI); Hybrid; USD 42,000 - 52,000; Full time

Benefits offered by this job

Vacation & leave

Insurance & savings

Retirement benefits

Job summary

University of Wisconsin–Madison’s Department of Family Medicine and Community Health seeks an Administrative Assistant II to support the Chair’s Office. You will greet visitors, coordinate logistics, and manage expense reimbursements for multiple clinics, ensuring timely processing in Oracle.

You will supervise student workers, oversee front desk coverage, and assist with departmental projects and communications, contributing to smooth daily operations and strategic initiatives.

Qualifications

• Experience coordinating meetings and providing administrative support for projects and initiatives.
• Experience in an administrative setting and/or medical office environment.

Responsibilities

• Co-trains and oversees student workers; coordinates front desk coverage and mail handling.
• Reviews expense reimbursements in Oracle; ensures completeness and timely processing.
• Schedules meetings and secures resources for events and unit operations.
• Acts as a first point of contact; routes inquiries to appropriate offices.
• Collects and prepares communications from established sources using various media.
• Maintains electronic and physical records per policies.

Skills

Meeting coordination

Administrative support

Supervising students

Customer service

Education

High School Diploma

Tools

Oracle

Smartsheet

Job description

University of Wisconsin–Madison’s Department of Family Medicine and Community Health seeks an Administrative Assistant II to support the Chair’s Office. You will greet visitors, coordinate logistics, and manage expense reimbursements for multiple clinics, ensuring timely processing in Oracle.

You will supervise student workers, oversee front desk coverage, and assist with departmental projects and communications, contributing to smooth daily operations and strategic initiatives.