Division Administrative Specialist

Universities of Wisconsin • Madison, WI

2d • Hybrid

About The Position

The Division of Geriatrics and Gerontology within the Department of Medicine offers a unique opportunity for a multi-talented and professional Administrative Specialist to support a variety of administrative service areas including budget, finance, procurement, marketing and communications, and event planning. This position provides direct support to the Division Chief of the Division of Geriatrics & Gerontology, including executive‑level scheduling, procurement coordination, meeting and event support, and managing both internal and external communications. As a central administrative resource for the division, this position ensures the seamless execution of daily operations and the successful implementation of new initiatives that directly strengthen the division’s mission. A significant part of this role will include coordination, planning, and oversight of the Division's employment engagement activities, including annual staff appreciation events and a biennial clinical education conference (WUGM). This position will be highly involved in a new initiative to expand the division’s marketing and brand awareness efforts. The successful candidate will work to develop, implement, and maintain strategic marketing plans based on research and established strategies. This will include collecting, analyzing and disseminating data and trends relevant to ongoing or future marketing activities. Content development will also be a part of this role, including writing, editing and publishing content for communication projects and marketing platforms along with developing visual content for web, social media and other channels. This position will report to the Division Administrator and will be expected to operate with a significant degree of independence, while serving as a liaison and collaborating with Department of Medicine (DOM) and School of Medicine and Public Health (SMPH) staff in these areas to accomplish division objectives. The ideal candidate will be self-motivated, highly organized and skilled in time management, with the ability to multitask, prioritize, and meet deadlines while maintaining accuracy and attention to detail. This position requires excellent administrative, organizational and communication (oral, written, and electronic) skills as well as computer proficiency. The successful candidate will have the ability to manage competing priorities as well as the ability to work independently in dealing with the diverse elements of the complex organization of SMPH and the University of Wisconsin (UW). 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.

Requirements

• A minimum of 3 years’ experience in administrative support.
• Excellent administrative, organizational and communication (oral, written, and electronic) skills as well as computer proficiency.
• The successful candidate will have the ability to manage competing priorities as well as the ability to work independently in dealing with the diverse elements of the complex organization of SMPH and the University of Wisconsin (UW).

Nice To Haves

• Candidates who demonstrate the following knowledge, skills, and abilities will be given first consideration
• Strong organizational and project management skills.
• Strong attention to detail and ability to be a self-starter.
• Experience in event planning.
• Experience or relevant background in marketing, social media, or brand management.

Responsibilities

• 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
• Develops, implements, and maintains strategic marketing plans based on research and established strategies.
• Collects, analyzes and disseminates data and trends relevant to ongoing or future marketing activities.
• Develops, edits and publishes content for various communication, marketing and social platforms to align with strategic initiatives and established communication campaigns.
• Analyzes data and trends, compiles progress reports, and provides appropriate recommendations or conclusions in support of the assigned operational work unit(s)
• 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

Benefits

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

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level