Division Administrative Specialist

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Job Profile:

Job Summary:

The Division of Geriatrics and Gerontology within the Department of Medicine offers a unique opportunity for a multi-talented and professional Administrative Specialist to support a variety of administrative service areas including budget finance procurement marketing and communications and event planning.

This position provides direct support to the Division Chief of the Division of Geriatrics & Gerontology including executivelevel scheduling procurement coordination meeting and event support and managing both internal and external communications. As a central administrative resource for the division this position ensures the seamless execution of daily operations and the successful implementation of new initiatives that directly strengthen the divisions mission.

A significant part of this role will include coordination planning and oversight of the Divisions employment engagement activities including annual staff appreciation events and a biennial clinical education conference (WUGM).

This position will be highly involved in a new initiative to expand the divisions marketing and brand awareness successful candidate will work to develop implement and maintain strategic marketing plans based on research and established will include collecting analyzing and disseminating data and trends relevant to ongoing or future marketing development will also be a part of this role including writing editing and publishing content for communication projects and marketing platforms along with developing visual content for web social media and other channels.

This position will report to the Division Administrator and will be expected to operate with a significant degree of independence while serving as a liaison and collaborating with Department of Medicine (DOM) and School of Medicine and Public Health (SMPH) staff in these areas to accomplish division objectives.

The ideal candidate will be self-motivated highly organized and skilled in time management with the ability to multitask prioritize and meet deadlines while maintaining accuracy and attention to detail. This position requires excellent administrative organizational and communication (oral written and electronic) skills as well as computer proficiency. The successful candidate will have the ability to manage competing priorities as well as the ability to work independently in dealing with the diverse elements of the complex organization of SMPH and the University of Wisconsin (UW).

• 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 organizational and project management skills.

• Strong attention to detail and ability to be a self-starter.

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

• Develops implements and maintains strategic marketing plans based on research and established strategies. Collects analyzes and disseminates data and trends relevant to ongoing or future marketing activities. Develops edits and publishes content for various communication marketing and social platforms to align with strategic initiatives and established communication campaigns.

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

• 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 Medicine Division of Geriatrics and Gerontology

The Division of Geriatrics & Gerontology is part of the Department of Medicine (DOM) within the UW School of Medicine and Public Health (SMPH). The division has a nationally ranked patient care program spanning the continuum of geriatric care supports one of the oldest Geriatric Medicine Fellowship programs in the country and is internationally recognized for its extensive research programs in aging and geriatrics with current total research funding for the division exceeding $500 million.

Compensation:

The starting salary for the position is $58450 annually; 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 Faculty /Academic Staff Benefits Flyer 2026.

Required Qualifications:

• A minimum of 3 years experience in administrative support.

Preferred Qualifications:

• Experience in event planning.

• Experience or relevant background in marketing social media or brand management.

Education:

• Bachelors Degree preferred

How to Apply:

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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 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:

James Lewallen

Relay Access (WTRS): 7-1-1. See RELAYSERVICE 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 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).

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