Assistant to Department Administrators

Job Summary

The Department of Medicine is seeking an Administrative Assistant III to provide support to the Chief Financial Officer, Assistant Director of Operations, and other department leaders. This position reports to the Executive Assistant of the Chair. This position is required to independently develop and maintain sound administrative procedures to ensure consistency and compliance in operations. The Assistant to Department Administrators will demonstrate exceptional customer service by establishing and maintaining effective professional relationships within the University of Wisconsin School of Medicine and Public Health (SMPH), UW Health (UWH), William S. Middleton Memorial Veterans Hospital (VAH), and others. Communications will be at all levels, including Executive Leadership, Department Chairs and Division Heads, Department/Division Administrators, Physicians, UW faculty, residents, students, scientists (both research and clinical), staff, and other internal and external customers.

Responsibilities

• Provide high level administrative support to department leaders.
• Manage logistics for meetings, conferences, and travel.
• Organize schedules for multiple leadership positions.
• Gather, compile, verify, and analyze information for use in various communications.
• Facilitate communications of varying complexity between internal and external stakeholders.
• Plan and execute events on and off campus.
• Provide back-up administrative support to the Chair.
• Organize, audit, and maintain the security and confidentiality of records and files.
• Arrange travel, manage expenditures and reimbursements.

Key Job Responsibilities

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

Qualifications

Successful candidates should possess the following knowledge, skills, and abilities:

• Strong initiative and sound judgement with the ability to solve problems independently and collaboratively.
• Exceptional organizational, communication, and interpersonal skills, with attention to detail and the ability to manage multiple priorities effectively.

Required Qualifications

• At least 3 years of experience providing administrative support in an office, healthcare, or academic setting
• At least 3 years with standard office software (e.g., Microsoft Office Suite, email/calendar platforms)
• At least 3 year experience coordinating complex scheduling (e.g., meetings, travel, or calendar management)
• Experience planning and facilitating events.

Preferred Qualifications

• Prior administrative experience in a healthcare, academic medical center, or clinical department setting
• Experience with Workday or similar HR/administrative systems
• Experience supporting faculty, physicians, or other clinical/academic staff

Education

• High School Diploma preferred
• Associate's degree or coursework in business administration, healthcare administration, or related field preferred.

Department

School of Medicine and Public Health, Department of Medicine

Fueled by innovation yet grounded in kindness, the Department of Medicine empowers leaders to transform medicine and improve lives everywhere. We are committed to professional fulfillment and health equity. We strive to ensure that everyone in our department understands the importance of social impact and belonging—and is empowered to champion it in all they do. Join us and be a part of supporting our nationally recognized faculty, innovative medical education programs and exceptional clinical care as we work towards our vision of healthy people and healthy communities!

Compensation

The starting hourly wage for the position is $26.50 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 and SMPH University Staff Benefits Flyer 2026.

Schedule

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 location. Hours generally Monday through Friday 8:00a.m.- 4:30p.m. The work schedule has a small window for flexibility for start and end times.

Contact Information

Kassie Hefty, kjhefty@medicine.wisc.edu

Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.