Administrative Specialist

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Job Category: Academic Staff

Employment Type: Regular

Job Profile: Administrative Specialist

Job Summary:
The Administrative Specialist supports the development and implementation of administrative functions within the Department of Family Medicine and Community Health (DFMCH) Clinical Operations Services. This role provides high-level administrative support to the Vice Chair of Clinical Care, Service Chiefs, and staff leaders.

Working as part of the Clinical Operations Services team, the Administrative Specialist manages calendars, coordinates meetings and schedules, and provides administrative support for projects, timelines, and tasks, and coordinates logistics for committee meetings and clinician onboarding. This position also coordinates call scheduling for clinicians, OB, and newborn and gathers, formats, and distributes the weekly clinician newsletter. The Administrative Specialist supports initiatives led by the DFMCH Assistant Administrative Director, ensuring effective coordination and execution of departmental priorities.

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.

Candidates who demonstrate the following knowledge, skills, and abilities will be given first consideration:

• Strong oral and written communication skills and ability to interact professionally with different audiences, including faculty, staff, senior leaders, and other members and/or stakeholders of the campus community.
  
• Excellent organizational skills with strong attention to detail.
  
• Demonstrated ability to manage multiple projects simultaneously, prioritize effectively, and meet deadlines in a fast-paced, interruption-driven environment.
  

Key Job Responsibilities:

• Implements and executes established policies and procedures for a designated work unit to adhere to unit objectives and to align with established strategies

• Schedules logistics and secures resources for a designated work unit to contribute to the day-to-day operational success

• Analyzes data and trends, compiles progress reports, and provides appropriate recommendations or conclusions in support of the assigned operational work unit(s)

• Provides calendar management, QGenda scheduling, and works on specific projects assigned by the Clinical Operations Leadership Team

• Assists, recommends, and advises staff on unit or program administrative issues, personnel matters, and budgetary problems

• Serves on committees and attends meetings, representing the interests of the unit or program

Department:
School of Medicine and Public Health, Department of Family Medicine and Community Health, Administration - Department Office

The Department of Family Medicine and Community Health (DFMCH) at the University of Wisconsin is a leading clinical department within the School of Medicine and Public Health. DFMCH is dedicated to advancing patient care, education, and research. Our 18 clinics provide primary care to more than 170,000 patients, yielding over 375,000 patient visits annually. Each year, we train more than 160 residents (at sponsored and academic partner sites) and 300 medical students. Learn more:

Compensation:
The expected salary range for this position is $50,000 up to $68,793 for highly experienced candidates and actual pay within this range will depend 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 Faculty /Academic Staff Benefits Flyer 2026.


Required Qualifications:

• Experience with calendar management, meeting coordination, and administrative support of projects, schedules, and/or tasks.
  

Preferred Qualifications:

• Experience with QGenda scheduling software.
  

Education:
Bachelor's Degree 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.

Important: The application has only one attachment field. Upload the following documents in that field, either as a single combined file or as multiple files in the same upload area. Failure to submit the required documents will result in no longer being considered for the position.

• Cover letter required
• Resume

Your cover letter should address how your training and experience aligns with the required and preferred qualifications listed above. 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:
Paige Steinert, View email address on click.appcast.io, View phone number on click.appcast.io

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 OpportunityEmployer.

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 backgroundsand encourage all qualified individuals to apply. For more information regarding applicant and employee rights and to view federal and state required postings, visit the Human Resources Workplace Poster website.

To request a disability or pregnancy-related accommodationfor 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.