Onboarding Coordinator

UW School of Medicine and Public Health; Madison (WI); On-site; USD 70,336,000 - 95,160,000; Full time

Job summary

UW School of Medicine and Public Health in Madison, WI is seeking an Onboarding Coordinator (Administrative Assistant III) to oversee and manage departmental onboarding activities for staff, trainees, and residents/fellows. You’ll coordinate itineraries, orientations, training, CSAR requests, and cross‑department communications.

The role partners with the Associate Department Administrator and supervisors to ensure a seamless onboarding experience and contributes to overall department operations

Qualifications

• Minimum of two (2) years of professional administrative experience or equivalent relevant experience.
• Experience with planning, organizing, and scheduling meetings.
• Experience with Microsoft Office suite.

Responsibilities

• Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
• 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
• Prepares and audits complex records, edits documents, and reviews work done by others
• Develops, sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures

Skills

Administrative experience

Planning & scheduling

Microsoft Office

Communication

Education

Bachelor's Degree Preferred

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

University Staff

Employment Type

Regular

Job Profile

Administrative Assistant III

Job Summary

The Department of Radiology at the University of Wisconsin-Madison School of Medicine and Public Health (SMPH) is seeking an Onboarding Coordinator (Administrative Assistant III) to oversee and manage all departmental onboarding activities. This role serves as the primary coordinator for onboarding staff, trainees, and other employee groups, including the annual onboarding of residents and fellows. Working closely with the Associate Department Administrator, section supervisors, and administrative staff, the Onboarding Coordinator ensures a seamless onboarding experience by creating new employee itineraries/orientations schedules, coordinating training, tracking requirements, submitting computer system access requests (CSAR), and facilitating communication across multiple areas. In addition to onboarding responsibilities, this position provides administrative support for departmental business operations and contributes to the efficient functioning of the Department of Radiology.

Key Job Responsibilities

• Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
• 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
• Prepares and audits complex records, edits documents, and reviews work done by others
• Develops, sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures

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.

Together, UW Radiology and UW Health are committed to advancing human health through groundbreaking clinical care, pioneering research, and excellence in education. We foster a respectful, adaptive, and accountable environment—one that prioritizes innovation while serving the needs of all patients, including underserved populations.

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

Compensation

The starting hourly wage for the position is $28.85 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 or SMPH University Staff Benefits Flyer 2026

Required Qualifications

• Minimum of two (2) years of professional administrative experience or equivalent relevant experience
• Experience with planning, organizing, and scheduling meetings.
• Experience with Microsoft Office suite.

Preferred Qualifications

• Experience coordinating and/or managing onboarding and offboarding tasks.
• Professional experience in an academic, healthcare, or clinical setting

Education

Bachelor's Degree 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).

The Annual Security and Fire Safety Report contains current campus safety and disciplinary policies, crime statistics for the previous 3 calendar years, and on‑campus student housing fire safety policies and fire statistics for the previous 3 calendar years. UW‑Madison will provide a paper copy upon request; please contact the University of Wisconsin Police Department.