Admin Asst to Division Head

Job Category University Staff Employment Type Regular Job Profile Administrative Assistant II Job Summary The Division of Nephrology seeks an Administrative Assistant to support the Division Head and faculty in advancing the Division’s clinical and academic missions.

Key Responsibilities

• Provide high‑level administrative support to division leadership and the division at large, contributing to strategic initiatives and daily operations.
• Deliver professional and responsive customer service.
• Assist with faculty calendaring, travel coordination, expense reimbursement and general administrative needs.
• Assist with recruitment activities, including creating itineraries and scheduling interviews.
• Provide administrative support for events and meetings, including creating agendas, presentations and meeting minutes.
• Maintain and communicate clinical schedules.
• Maintain faculty and division files, directories and distribution lists.
• Organize and track multiple ongoing projects, ensuring deadlines are met and priorities are aligned.
• Serve as a backup to other administrative staff and functions within the division.
• Support remote work up to two days per week; in‑person work may be required on campus.
• Work hours generally Monday through Friday 8:00 a.m. – 4:30 p.m., with a small window of flexibility for start and end times.

Additional Responsibilities

• First point of contact for individuals and groups, providing basic organizational information and routing complex inquiries to appropriate entities.
• Collect, analyze and prepare communication materials using technology.
• Send, receive, copy and distribute communications according to policies and procedures.
• Maintain electronic and physical records according to established practices.
• Maintain QGenda schedules and paging schedules for multiple services.
• Schedule logistics and secure resources for meetings, conferences, travel, and work‑unit operations.

Department School of Medicine and Public Health, Division of Nephrology.

Compensation

The starting hourly wage is $22.00 per hour, negotiable based on experience and qualifications. Benefits include vacation, holidays, sick leave, competitive insurance options, savings plans, and retirement benefits.

Required Qualifications

• Minimum one year experience with Microsoft Office Suite, video conferencing software, Zoom and Teams.
• At least one year experience in an administrative support or similar role, able to work independently.
• Experience scheduling meetings and events, maintaining records, and organizing events and meetings.

Preferred Qualifications

• Experience in an academic medicine professional office environment.
• Experience using QGenda, the workforce management platform for healthcare scheduling.
• Experience arranging business travel and coordinating logistics.
• Experience processing reimbursements or handling financial transitions.
• Prior experience within the University of Wisconsin System or similar higher‑education institution.
• Demonstrable ability to work independently while contributing to a team‑oriented culture.
• Demonstrated ability to coordinate complex daily activities of a team.

Education High school diploma preferred; associate’s degree in a related business or administrative field preferred. Institutional Statement on Diversity Diversity is a source of strength, creativity, and innovation for UW‑Madison. We value each person and commit to excellence, research, outreach, and diversity as linked goals. UW‑Madison is an Equal Opportunity Employer and will consider candidates without regard to race, color, religion, sex, sexual orientation, national origin, age, pregnancy, disability, or veteran status, as defined by federal regulations and UW System policies. For more information about applicant rights, view the Human Resources Workplace Poster website. #J-18808-Ljbffr Apply tot his job Apply To this Job