Administrative Assistant - Nephrology

Job Category:

Employment Type:

Job Profile:

Job Summary:

The Division of Nephrology is seeking an Administrative Assistant to provide support to the division faculty, advanced practice providers, staff and leadership in advancing the Division’s clinical and academic missions.

• This is a full or part time position 80%-100%
• 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.
• 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.

In this position, the candidate will:

• Provide high-level administrative support to the nephrology faculty, APPs 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, scheduling interviews and onsite support during interviews
• Provide administrative support for events and meetings, including creating agendas, presentations, meeting minutes, logistics and onsite support during events and meetings
• Maintain and communicate clinical schedules using QGenda software and hospital paging system
• Maintain faculty and division files, directories and distribution lists
• Organize and track multiple ongoing projects, helping ensure deadlines are met and priorities are aligned
• Serve as a backup to other administrative staff and functions within the division functions within the division

Key Job Responsibilities:

• 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

• Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations

• Maintains established methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures

• Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures under general supervision

• Collects, analyzes, and prepares various communication materials from established sources utilizing technology mediums

Department:

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

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!

In the Division of Nephrology, we partner with people with kidney disease so they can live their healthiest lives. We lead comprehensive clinical, education and research programs—in partnership with our world-class university and remarkable health system. We are innovative, collaborative and kind. We strive for excellence and health equity. And we make an impact in Wisconsin and beyond.

Compensation:

The starting hourly wage for the position is $23.00 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.

Required Qualifications:

• 1 year experience minimum with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), video conferencing software and commonly used digital tools such as Zoom and Teams; ability to quickly learn new software and systems. Experience creating and generating reports in Excel
• At least 1 year previous experience in an administrative support or similar role, with the ability to be administratively self-sufficient
• Experience scheduling meetings and events, maintaining records, and organizing events and meetings

Preferred Qualifications:

• Experience working in an academic medicine professional office environment, particularly in administrative support roles

• Experience using QGenda, the workforce management platform for healthcare scheduling, on-call management, time and attendance
• Experience with arranging business travel and coordinating logistics
• Experience processing reimbursements or handling financial transition in a professional setting
• Prior experience within the University of Wisconsin System or a similar higher education institute
  

Education:

High school diploma required; Associate’s Degree in relevant field of business or administrative professional preferred

How to Apply:

For the best experience completing your application, we recommend using Chrome or Firefox as your web browser.

To apply for this position, select either “I am a current employee” or “I am not a current employee” under Apply Now. You will then be prompted to upload your application materials.

To help us better understand how your background aligns with the Division of Nephrology Administrative Assistant position, please use your cover letter to address the following three areas:

• Your ability to proactively manage multiple competing priorities, tasks, and deadlines
• How you demonstrate flexibility and adaptability when responding to shifting needs or unexpected challenges
• Your approach to organization and communication, particularly in administrative or academic setting

Please keep your responses concise but substantive, focusing on how your experience and skills support success in this role.

Application reviewers will rely on these written materials to determine which applicants move forward in the process. References will be requested from final candidates. All applicants will be notified once the search concludes and a candidate is selected.

University sponsorship is not available for this position, including transfers of sponsorship and TN visas. The selected applicant will be responsible for ensuring their continuous eligibility to work in the United States (i.e. a citizen or national of the United States, a lawful permanent resident, a foreign national authorized to work in the United States without the need of an employer sponsorship) on or before the effective date of appointment. This position is an ongoing position that will require continuous work eligibility . If you are selected for this position you must provide proof of work authorization and eligibility to work.

The department will not be able to support a request for a J-1 waiver. If you choose to pursue a waiver and apply for our position, neither the UW nor UWMF will reimburse you for your legal or waiver fees.

Contact Information:

Contact Information:

Kassie Hefty, kjhefty@wisc.edu

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.

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.