Administrative Assistant UW Veterinary Hospital

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:

Employment Type:

Job Profile:

Job Summary:

UW Veterinary Care is seeking a talented and enthusiastic Administrative Assistant to support hospital leadership in a fast-paced mission-driven environment. This vital role will provide high-level support to the hospitals administrative team helping coordinate day-to-day operations and special initiatives.

The ideal candidate is highly organized detail-oriented and thrives on juggling multiple priorities. Proficiency in Microsoft Officeparticularly Outlook Excel Word and Teamsis essential. The role also offers opportunities to support hospital-wide events internal communications and operational projects that keep our veterinary teaching hospital running smoothly.

Join us in advancing animal health education and clinical innovationall while working alongside a passionate collaborative team.

The anticipated schedule for this vacancy is Monday through Friday 8-hour shifts between 8:00am - 5:00pm. Occasional weekend hours required to help support events.

Tasks:

• Provide day-to-day administrative support to hospital leadership including managing calendars scheduling meetings taking meeting minutes and handling routine correspondence.

• Serve as a point of contact for staff and students helping route questions or requests to appropriate administrative or clinical leadership.

• Assist with maintaining hospital forms and handling form responses including Workers Compensation documentation bite reports locker requests building access requests and others.

• Assist in planning and executing hospital events such as staff recognition activities sponsored events morale committee events and other hospital programs.

• Track and reconcile administrative expenses assist with purchasing for hospital initiatives such as section meals hospital annual clothing purchase and purchases for sponsored events.

• Provide support on hospital leadership projects including compiling data tracking deadlines and helping with documentation and follow-up.

• Collaborate across departments including clinical teams HR and finance to support hospital-wide initiatives and special projects.

• Monitor and replenish office supplies and coordinate orders as needed.

• Coordinate internal communications including drafting announcements formatting documents and posting signage.

• Maintain organized digital and physical filing systems ensuring easy access to administrative and operational records.

Key Job Responsibilities:

• Tracks stocks orders and inventories office supplies to ensure adequate materials are available for workplace operation (10%)

• Sends receives copies and distributes communications to the appropriate entities according to established policies and procedures (25%)

• Schedules logistics and secures resources for meetings conferences travel and work unit operations (40%)

• Serves as first point of contact for individuals and groups providing basic organizational information via phone in person and through other communication mediums routing more complex inquiries to the appropriate entities (25%)

Department:

School of Veterinary Medicine

UW Veterinary Care Hospital

Administrative Team

Compensation:

The starting hourly rate for the position is $18.00 (but is negotiable based on experience and qualifications).

UW Veterinary Care offers competitive wages (including night and weekend differential if applicable) outstanding employee benefits ample paid time off financial support for continuing education referral bonuses and a yearly provision of hospital-branded clothing.

This position is being posted at Administrative Assistant levels 1 and 2. Level and pay are commensurate with experience.

Required Qualifications:

• Highly organized individual with excellent verbal and written communication skills

• Proficient in Microsoft Office Suite (Excel Outlook Teams Word PowerPoint etc.)

• Comfortable with learning and using new technology

• Comfortable in speaking with clients and colleagues on the phone and in-person

Preferred Qualifications:

• At least one year of office-related administrative experience

• Previous University administrative experience

Education:

High School Diploma Preferred

How to Apply:

Begin the online application process by clicking the Apply button. Applicants are asked to upload a cover letter and a current copy of their resume outlining their experience as it applies to this position.

Please note that successful applicants are responsible for ensuring their 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 need of employer sponsorship) on or before the effective date of appointment.

Contact Information:

Hiring Manager: Meenu Verma Associate Director

HR Support: April Schulz HR Manager

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.

For more information on diversity and inclusion on campus please visit:Diversity and Inclusion

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 click here.

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 make your request as soon as possible to help the university respond most effectively to you.