Medical Education Office Administrative Assistant
Job Location:
Madison, OH - USA
Monthly Salary:
Posted:
Application Deadline:
Vacancies:
Job Summary
The UW School of Medicine & Public Healths Medical Education Officeis responsible forthe 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 mustestablishand 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 whodemonstratethe 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 meetingcoordinationand 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 meetinglogistics; prepare andmaintainrecords 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 purchasingcardfor 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.
- 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
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.
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
- 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
- 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
H.S. diploma preferred minimum
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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 position is currently scheduled to end8/2/2028and will require eligibility to work until that you are selected for this position you must provide proof of work authorization and eligibility to work.
Relay Access (WTRS): 7-1-1. See RELAYSERVICE for further information.
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).
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.
Required Experience:
Junior IC
About Company
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