Administrative Assistant II

The Administrative Assistant II provides administrative support to the Chair’s Office within the Department of Family Medicine and Community Health (DFMCH). Serving as a primary point of contact, this position welcomes and assists visitors, faculty, and staff, while also managing expense reimbursement processing for 14 of the department’s 18 clinics. As a member of the Chair’s Office team, the Administrative Assistant II coordinates logistics for monthly Town Hall meetings, supports departmental projects by tracking timelines and deliverables, and assists with day-to-day office operations, including ordering supplies and managing mailing and packaging needs.

The position also oversees student office assistants, coordinates front desk coverage, and leads student projects to ensure efficient office operations. In addition, this role supports initiatives led by the Assistant Administrative Director, contributing to the successful coordination and execution of departmental priorities, operational improvements, and strategic initiatives across DFMCH.

• Co-trains and oversees student workers on front desk duties, including but not limited to, coordinating front desk coverage, mail in/out, answering phones, helping with assigned projects, and processing building access/key requests.
• Reviews expense reimbursement requests for completeness, follows up on missing documentation or information, and prepares and submits reimbursements in Oracle for processing.
• Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations.
• Serves as a first point of contact for individuals and groups, provides basic organizational information via phone, in person and through other communication mediums, and routes more complex inquiries to the appropriate entities.
• Collects, analyzes, and prepares various communication materials from established sources utilizing technology mediums.
• Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures under general supervision.
• Maintains established methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures.

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.

Learn more: https://www.fammed.wisc.edu/.

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. This position is expected to work onsite Tuesday through Friday and work remotely on Monday. Monday through Friday 8:00 a.m.

- 4:30 p.m.

• Experience coordinating meetings and providing administrative support for projects, schedules, and departmental initiatives.
• Experience working in an administrative setting and/or medical office environment.

• Experience using Oracle software, including the ability to navigate the system, enter and retrieve data, and process transactions accurately.
• Experience using Smartsheet to create, maintain, and track spreadsheets, reports, workflows, and project-related information.
• Knowledge of purchasing and expense reimbursement processes, including…