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. The position also coordinates call scheduling for clinicians, obstetrics, newborns 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. The role may require some work to be performed in‑person at a designated campus location, with some tasks performed remotely at an off‑site location. Candidate Profile 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. 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. 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. 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 and 300 medical students. Employment Eligibility University sponsorship is not available for this position, including transfers of sponsorship and TN visas. The selected applicant must provide proof of work authorization and continuous eligibility to work in the United States. This position is ongoing and requires continuous work eligibility. The department will not support a request for a J‑1 waiver. If you choose to pursue a waiver, neither the UW nor UWMF will reimburse you for legal or waiver fees. Equal Opportunity Employer The University of Wisconsin‑Madison is an Equal Opportunity Employer. Qualified applicants will receive consideration for employment without regard 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, 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 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. #J-18808-Ljbffr