Administrative Specialist

Job Summary:

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.

The position also coordinates call scheduling for clinicians, obstetrics, newborns 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. The role may require some work to be performed in‑person at a designated campus location, with some tasks performed remotely at an off‑site location.

• 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.

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

• Experience with QGenda scheduling software.

Bachelor’s Degree preferred.

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.

School of Medicine and Public Health, Department of Family Medicine and Community Health, Administration – Department Office. 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 and 300 medical students.

University sponsorship is not available for this position, including transfers of sponsorship and TN visas. The selected applicant must provide proof of work authorization and continuous eligibility to work in the United States. This position is ongoing and requires continuous work eligibility. The department will not support a request for a J‑1 waiver. If you choose to pursue a waiver, neither the UW nor UWMF will reimburse you for legal or waiver fees.

The University of Wisconsin‑Madison is an Equal Opportunity Employer. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, national origin, age, pregnancy, disability, or status as a protected veteran…