Administrative Assistant

Job Summary:

The Office of Multicultural Affairs for Health Professions Learners (OMA-HPL) at the School of Medicine and Public Health is seeking an Administrative Assistant to provide general administrative support to department staff, assist in coordinating day-to-day office operations, and to manage the schedule and administrative tasks of the Assistant Dean of OMA-HPL. This position will be located in the office's reception area.

The OMA-HPL was established to provide academic opportunities for students historically underrepresented and marginalized in the health professions and to create inclusive learning environments that foster academic success for all students. OMA-HPL promotes diversity and inclusion efforts to create a welcoming environment for our learners while also leading the SMPH's outreach initiatives to increase the number of underrepresented students in medicine. It provides guidance for educational partnerships, summer research opportunities, and initiatives targeted toward expanding diverse representation in health professions.

Responsibilities:

Provides administrative support for a department, group of professionals, or to the manager of a work group consisting of professional staff and subordinate supervisors in support of unit goals, under general supervision

• 30% Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
• 10% Serves as a first point of contact for individuals and groups, provides basic organizational information via phone, in person and through other communication mediums, and routes more complex inquiries to the appropriate entities
• 20% Collects, analyzes, and prepares various communication materials from established sources utilizing technology mediums
• 20% Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures under general supervision
• 20% Maintains established methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures

Tasks:

• Independently initiate and respond to correspondence with faculty and staff from the UW campus, UW SMPH, UW system, and other institutional partners to coordinate and schedule activities.
• Schedule and manage program activities and daily operations, including conferences, meetings, event set up/breakdown, and guest speakers. This includes assisting program managers and directors in recruitment and outreach activities.
• Administer the daily schedule for the Assistant Dean of The Office of Multicultural Affairs Health Professions Learners; schedule meetings, draft correspondence, follow up on logistics communication, and provide timely updates on assigned tasks.
• Oversee hotel accommodations, facilities, food service, travel arrangements, and reimbursements for activities and staff.
• Gather and share data regarding diversity program activities required for internal and external stakeholders, including but not limited to accrediting bodies, government, campus, and constituent groups.
• Assist with reviewing and updating the website, social media, program brochures, and publications; create and gather written and graphic materials,

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:

- Excellent administrative and organizational skills: Demonstrate knowledge of administrative practices and general office systems (word processing, spreadsheets, file management, scheduling software, etc.). Demonstrate understanding of meeting logistics (both in-person and virtual), including scheduling, preparing comprehensive agendas, documenting accurate minutes, and tracking action items.

- Excellent communication and customer service: Demonstrate ability to manage high volumes of communications and provide timely follow-up to meet operational needs, demonstrate a commitment to customer service and key partner engagement.