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Job Category:

University Staff

Employment Type:

Regular

Job Profile:

Administrative Assistant II

Job Summary:

The Division of Gastroenterology (GI) and Hepatology within the Department of Medicine offers an opportunity for an Administrative Assistant to join our team. This position serves as the administrative assistant to several key faculty and advanced practice providers (APPs) within the division, serving as their primary administrative contact person and supporting them administratively in the successful completion of their varied academic, clinical and research responsibilities.

This detail-oriented position requires excellent administrative, organizational, and communication skills as well as strong computer proficiency. This position requires significant professionalism, organization, confidentiality, independence, initiative, judgment and problem solving skills. The successful candidate will have the ability to manage competing priorities as well as the ability to work independently in dealing with the complexities of working with operations at SMPH, UW Health, VA and UPH-Meriter.

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.
Monday through Friday 8:00 a.m.- 4:30 p.m.

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

Technical proficiency in Outlook, Microsoft Teams, Webex, PowerPoint, etc. and ability to leverage technology to its maximum potential
Excellent oral and written communication skills
Courteous, responsive, and service oriented attitude
Strong organizational skills
Ability to manage diverse assignments simultaneously and consistently meet deadlines
Ability to establish and maintain effective working relationships with faculty and staff
Ability to work independently and solve problems, and to recognize where discretion/review is needed in sharing confidential/sensitive information.

Key Job Responsibilities:

Completes fiscal tasks such as e-reimbursements, requisitions, purchasing card and procurement tasks

Maintains Curriculum Vitae and NIH biographical sketches for assigned faculty members. Assists in completion of annual review packets and mentor committee meetings.

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

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

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

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

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

Department:

School of Medicine and Public Health, Department of Medicine, Division of Gastroenterology and Hepatology

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!

With a distinguished team of over 40 exceptional faculty members and 10 advanced practice providers, the University of Wisconsin Division of Gastroenterology and Hepatology at the University of Wisconsin-Madison is renowned for delivering high-value patient care, driving innovative research, and shaping the future leaders of gastroenterology and hepatology.

At the forefront of our division's success is a comprehensive range of clinical programs that are considered among the best in the field. Recognized by U.S. News & World Report, the UW Health Gastroenterology and GI surgery program consistently ranks within the top 50 nationwide, a testament to our commitment to excellence. Additionally, our UW Health liver transplant program is nationally acclaimed as a Center of Excellence, acknowledged by most insurance networks for its exceptional standards.

Compensation:

The starting minimum hourly wage for the position is $20.00 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. For more information, refer to the campus benefits webpage and the SMPH University Staff Benefits Flyer 2026.

Required Qualifications:

At least one year of experience in an office, business, or finance environment.

Preferred Qualifications:

Experience providing executive leadership support in a healthcare, academic or other professional setting
Experience in meeting and event planning

Education:

H.S. Diploma 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 required

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.

Contact Information:

Jacqueline Giese, [email protected]

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.

Admin Assistant - GI/Hepatology

Job Description