Admin Assistant - GI​/Hepatology

Current Employees

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University Staff

Regular

Administrative Assistant II

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. It 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.

• 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

• Complete fiscal tasks such as e‑reimbursements, requisitions, purchasing card and procurement tasks
• Maintain Curriculum Vitae and NIH biographical sketches for assigned faculty members; assist in completion of annual review packets and mentor committee meetings
• Schedule logistics and secure resources for meetings, conferences, travel, and work unit operations
• Serve as a first point of contact for individuals and groups, provide basic organizational information via phone, in person, and through other communication mediums, and route more complex inquiries to the appropriate entities
• Collect, analyze, and prepare various communication materials from established sources utilizing technology mediums
• Send, receive, copy, and distribute communications to the appropriate entities according to established policies and procedures under general supervision
• Maintain established methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures
• Work some of the time on site at a designated campus work location; other tasks may be performed remotely at a non‑campus location
• Work Monday through Friday 8:00 a.m. – 4:30 p.m.

The starting minimum hourly wage for the position is $20.00 per hour; negotiable based on experience and qualifications.

Employees in this position can expect generous vacation, holidays, and sick leave; competitive insurances and savings accounts; and retirement benefits.

University sponsorship is not available for this position, including transfers of sponsorship and TN visas. The selected applicant must be eligible to work in the United States (citizen, permanent resident, or authorized non‑immigrant). The position is ongoing and requires continuous work eligibility.

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

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

H.S. Diploma preferred

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