Medical Education Office Administrative Assistant

Current Employees: If you are currently employed at any of the Universities of Wisconsin, log in to Workday to apply through the internal application process. Job Category: University Staff Employment Type: Terminal (Fixed Term) Job Profile: Administrative Assistant III Job Summary: The UW School of Medicine & Public Health’s Medical Education Office is responsible for the curriculum and assessment of the MD Program and is seeking an Administrative Assistant to work as part of a dynamic team of faculty and staff. The Administrative Assistant provides comprehensive and complex administrative support for the office including managing the calendar of the Associate Dean for Medical Education, coordinating the Educational Policy and Curriculum Committee (EPCC) and its subcommittees or task forces, participating in planning groups and contributing to the administrative support of various activities and events. This position must establish and maintain effective working relationships with faculty, staff, students, and external constituents. Highly effective interpersonal and communication skills and the ability to prioritize and manage multiple tasks are critical for success. Candidates who demonstrate the following knowledge, skills, and abilities will be given first consideration: outstanding oral and written communication skills ability to take the lead in problem solving ability to contribute to project/work planning, including overseeing progress, tracking deadlines Examples of specific responsibilities include: Provide the Associate Dean for Medical Education with a broad range of executive support in the areas of calendaring, meeting coordination and proactive schedule management. Coordinate and support leadership team meetings and the Educational Policy and Curriculum Committee (EPCC) and its subcommittees and task forces. Compile topics/issues for the committee from a variety of sources and develop draft agendas for review by committee chairs; manage meeting logistics; prepare and maintain records of minutes and other documents, track action items and ensure follow through. Participate in planning groups for events like Medical Education Day and student engagement activities. Utilize purchasing card for administrative related expenses, ensuring compliance with policies and procedures. This position is full or part-time, 80%-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 location. The work schedule is flexible and will be determined at the time of hire. Terminal, [24] month appointment This position has the possibility to be extended or converted to an ongoing appointment based on need and/or funding. Key Job Responsibilities: Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations 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 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 Serves as a primary point of contact for individuals and groups, provides organizational information via phone, in person, and through other communication mediums Department: School of Medicine and Public Health, Office of Academic Affairs, Medical Education - Administrative The Office of Academic Affairs (OAA) in the School of Medicine and Public Health (SMPH), supports SMPH by overseeing all aspects of various health professions education programs: from admissions programs and curricular oversight to student services and multicultural initiatives across our statewide campus. It also is responsible for successfully meeting all national accreditation requirements as well as timely compliance with all health system, school, campus, and legislative policies and regulations. The OAA fosters a professional atmosphere to prepare health care providers and public health professionals at all stages of career development. Compensation: The starting hourly wage for the position is $26.02 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. SMPH University Staff Benefits Flyer 2026 Required Qualifications: Three or more years in an administrative or executive assistant role, including providing direct administrative support to professional and/or executive level employees Experience in coordinating complex meetings and managing busy calendars Experience in coordinating and supporting committees Preferred Qualifications: Project management/coordination experience Experience preparing, formatting and/or editing written materials Proficiency with meeting-related technology such as Microsoft Outlook, Microsoft Office Teams, Zoom, Doodle, AI tools Experience with expense purchasing/reconciliation Education: H.S. diploma preferred minimum 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. • 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 currently scheduled to end 8/2/2028 and will require eligibility to work until that time. If you are selected for this position you must provide proof of work authorization and eligibility to work. Contact Information: Beth Miller, 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 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. 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 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. Work with purpose, make an impact, and grow your career. The University of Wisconsin–Madison is committed to equity, inclusion and employee well-being as we proudly work to improve the lives of people in Wisconsin and beyond. UW–Madison offers a wide range of professions that cover various interests and skill levels. We employ everything from accountants to arborists, chefs to custodians, editors to electricians, graphic designers to groundskeepers, HR associates to HVAC technicians, librarians to locksmiths, mechanics to medical assistants, painters to police officers, web designers to welders, and absolutely everything in between! No matter what you are looking for professionally, chances are you will not only find it but will thrive at it while working at the University of Wisconsin–Madison.