Hybrid Administrative Assistant II – Front Desk & Projects

UW School of Medicine and Public Health; Madison (WI); Hybrid; USD 26,000 - 37,000; Full time

Job summary

The Administrative Assistant II provides administrative support to the Chair's Office within the Department of Family Medicine and Community Health (DFMCH). Serving as a primary point of contact, this position welcomes and assists visitors, faculty, and staff, while also managing expense reimbursement processing for 14 of the department's 18 clinics.

As a member of the Chair's Office team, the Administrative Assistant II coordinates logistics for monthly Town Hall meetings, supports departmental

Qualifications

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

Responsibilities

• Co-trains and oversees student workers on front desk duties, including coordinating front desk coverage and mail in/out, answering phones, helping with projects, and processing building access requests.
• Reviews expense reimbursement requests for completeness, follows up on missing documentation, and submits reimbursements in Oracle for processing.
• Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations.
• Serves as a first point of contact for individuals and groups, provides basic information and routes complex inquiries to the appropriate entities.
• Collects, analyzes, and prepares various communications materials from established sources using technology.
• Sends, receives, copies, and distributes communications according to policies and procedures.
• Maintains methods and systems for electronic/physical records per policies.

Skills

Meeting coordination

Administrative support

Office operations

Education

High School Diploma or equivalent

Tools

Oracle

Smartsheet

Job description

The Administrative Assistant II provides administrative support to the Chair's Office within the Department of Family Medicine and Community Health (DFMCH). Serving as a primary point of contact, this position welcomes and assists visitors, faculty, and staff, while also managing expense reimbursement processing for 14 of the department's 18 clinics.

As a member of the Chair's Office team, the Administrative Assistant II coordinates logistics for monthly Town Hall meetings, supports departmental