Geriatrics Research Administrative Assistant

This position provides administrative support within the Division of Geriatrics & Gerontology in the School of Medicine and Public Health, Department of Medicine. The division is home to a wide variety of research programs, with areas of focus including the pathobiology of age-associated diseases, reducing the cost and burden of illness and enhancing the quality of life of older adults, and internationally renowned programs in Alzheimer's disease and health services research.

The primary focus of this position will be booking travel and processing reimbursement requests for more than 120 research staff within the division who do research related travel. This is a high-volume need in which the incumbent will be expected to work with a broad degree of independence, communicate with all parties in a professional, service-focused manner, and to develop and implement the organizational systems which are critical to the role.

Additionally, the incumbent will provide administrative support to new research faculty as they come onboard in the division and begin to build out their research programs. This will require the incumbent to be resourceful, service-focused, and well-organized to help meet whatever administrative support needs may arise and to remain calm and composed when working under tight deadlines

The ideal candidate must be service-focused and demonstrate excellent organizational skills to effectively support a wide range of administrative needs as they arise. Strong communication skills - both written and over the phone - are essential, as a significant portion of this role involves supporting colleagues and stakeholders by phone. A friendly and professional demeanor is especially valuable when assisting individuals who may be navigating travel or logistical challenges. The ability to work independently, develop and implement organizational systems, and communicate in a professional, service-oriented manner is critical to success in this position.

This is a full-time (100% / 40 hours per week) position. The work schedule is flexible and will be determined at the time of hire Typical office hours are Monday through Friday 8:00a.m.-4:30p.m.

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.

• Prepares and audits complex records, edits documents, and reviews work done by others

• Develops, sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures

• 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

• Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations

• 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 / Department of Medicine / Division of Geriatrics & Gerontology

At the Division of Geriatrics and Gerontology, we help older adults live their healthiest lives.

We lead comprehensive education, research and clinical programs - in partnership with our world-class university, remarkable health system and regional Veterans hospital.

We are innovative, collaborative and compassionate. We strive for excellence and equity. And we make an impact in Wisconsin and beyond.

https://www.medicine.wisc.edu/geriatrics-and-gerontology/university-wisconsin-division-geriatrics-and-gerontology

The starting pay rate for the position is $23.00 per hour (equivalent to $47,840 per year), 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 and the SMPH University Staff Benefits Flyer.

Experience in a professional office setting with arranging business travel for other personnel preferred. Experience with processing reimbursements preferred. Relevant experience within UW is preferred.

Experience with the following systems and tools is helpful but not required: Workday, Adobe, Microsoft Word and Excel, Concur, Google Drive, Box (depending on team preference), and WebEx.

H.S. Diploma Preferred

Click the "Apply" button to start the application process.

You will be prompted to upload the following documents:

• Cover Letter

• Resume

Applicants are to submit a cover letter and resume detailing their training and experience relating to the required and preferred qualifications referenced above. The application reviewers will be relying on written application materials to determine which qualified applicants will advance in the recruitment process. We will notify selected applicants to participate further in the selection process directly. References will be requested of final candidates. All applicants will be notified after the search is complete and a candidate has been selected.

University sponsorship is not available for this position, including transfers of sponsorship and TN visas. The 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 appointment. This position is an ongoing position that will require continuous work eligibility. If you are selected for this position, you must provide proof of work authorization and eligibility to work.

James Lewallen, jlewallen@medicine.wisc.edu, 608-265-3015

Relay Access (WTRS): 7-1-1: See RELAY_SERVICE for further information.

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