Pediatrics Administrative Assistant III

Job Summary:

The Department of Pediatrics is seeking two Administrative Assistant IIIs to provide direct support to division chiefs and various programs within multiple divisions in the department. These positions will be responsible for the coordination of complex daily clinical, academic, and administrative activities, as well as the coordination and organization of the division chiefs' communications, meeting arrangements, and travel logistics. The Administrative Assistant IIIs will proactively identify and resolve organizational inefficiencies, streamline procedures, and devise effective strategies to facilitate the accomplishment of business objectives. Additionally, the incumbents will also serve as a knowledgeable resource, providing guidance and assistance to the Medical Program Assistants within the divisions.

The Department of Pediatrics at the University of Wisconsin School of Medicine and Public Health is a vibrant academic department comprising more than 200 faculty in 16 subspecialty divisions. The department promotes and enhances the health of children through outstanding clinical care, exemplary education of pediatric trainees, performance of cutting-edge research, and vigorous advocacy. To learn more about the department's work and accomplishments, please visit: https://www.pediatrics.wisc.edu/. 

Responsibilities:

Provides general administrative support, while exercising discretion, to the administrator of a department or division of the institution or to the administrator of multiple institution programs, services, and activities.

• 30% Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
• 30% Serves as a primary point of contact for individuals and groups, provides organizational information via phone, in person, and through other communication mediums
• 10% Prepares and audits complex records, edits documents, and reviews work done by others
• 20% Develops, sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures
• 10% 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

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.

For more information on diversity and inclusion on campus, please visit: Diversity and Inclusion

Education:

Preferred
H.S. Diploma

Qualifications:

Required:
- Administrative experience in an office setting.
- Experience using software programs/systems such as Microsoft Office and web applications such as eRA Commons, WISPER, WISDM, and PeopleSoft.

Preferred:
- Meeting management experience (both in-person and virtual) including scheduling, preparing comprehensive agendas, documenting accurate minutes, and tracking action items is highly preferred.
- Administrative support experience to leadership such as C-level executives, business leaders, or physician leaders.
- Experience within an academic medical center setting.
- Experience using project management software such as Trello, Smartsheet, or Microsoft Planner.
- Experience interpreting and following UW System policies and procedures related to travel, purchasing, and event management.

The ideal candidate will possess the following knowledge, skills, and abilities.
- Customer service focused, professional communication skills, and ability to build and maintain effective working relationships.
- Time management skills and ability to work under pressure in a fast-paced, deadline driven environment.
- Ability to work both independently and in a team environment to manage and coordinate multiple complex projects and programs.

Work Schedule:

Business hours are Monday-Friday, specific hours will be determined upon hire.

Work Type:

Full Time: 100%

This position may require some work to be performed in-person, onsite, at a designated campus work location. Some work may be performed remotely, at an offsite, non-campus work locati