Administrative Specialist

Administrative Specialist

The Administrative Specialist supports the development and implementation of administrative functions within the Department of Family Medicine and Community Health (DFMCH) Clinical Operations Services. This role provides high-level administrative support to the Vice Chair of Clinical Care, Service Chiefs, and staff leaders.

Working as part of the Clinical Operations Services team, the Administrative Specialist manages calendars, coordinates meetings and schedules, and provides administrative support for projects, timelines, and tasks, and coordinates logistics for committee meetings and clinician onboarding. This position also coordinates call scheduling for clinicians, OB, and newborn and gathers, formats, and distributes the weekly clinician newsletter. The Administrative Specialist supports initiatives led by the DFMCH Assistant Administrative Director, ensuring effective coordination and execution of departmental priorities.

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 oral and written communication skills and ability to interact professionally with different audiences, including faculty, staff, senior leaders, and other members and/or stakeholders of the campus community.
• Excellent organizational skills with strong attention to detail.
• Demonstrated ability to manage multiple projects simultaneously, prioritize effectively, and meet deadlines in a fast-paced, interruption-driven environment.

• 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
• Analyzes data and trends, compiles progress reports, and provides appropriate recommendations or conclusions in support of the assigned operational work unit(s)
• Provides calendar management, QGenda scheduling, and works on specific projects assigned by the Clinical Operations Leadership Team
• 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

The Department of Family Medicine and Community Health (DFMCH) at the University of Wisconsin is a leading clinical department within the School of Medicine and Public Health. DFMCH is dedicated to advancing patient care, education, and research. Our 18 clinics provide primary care to more than 170,000 patients, yielding over 375,000 patient visits annually. Each year, we train more than 160 residents (at sponsored and academic partner sites) and 300 medical students.

The expected salary range for this position is $50,000 up to $68,793 for highly experienced candidates and actual pay within this range will depend 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 S MPH Faculty /Academic Staff Benefits Flyer 2026.

Experience with calendar management, meeting coordination, and administrative support of projects, schedules, and/or tasks.

Experience with QGenda scheduling software.

Bachelor's Degree preferred.

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

Your cover letter should address…