Title: Admin Assistant - GI/Hepatology Requisition Number: JR10011817 Remote Type: Hybrid Location: Madison, Wisconsin Category: Administration Time Type: Full time Job Category: University Staff Employment Type: Regular Job Profile: Administrative Assistant II Job Summary: The Division of Gastroenterology (GI) and Hepatology within the Department of Medicine offers an opportunity for an Administrative Assistant to join our team. This position serves as the administrative assistant to several key faculty and advanced practice providers (APPs) within the division, serving as their primary administrative contact person and supporting them administratively in the successful completion of their varied academic, clinical and research responsibilities. This detail-oriented position requires excellent administrative, organizational, and communication skills as well as strong computer proficiency. This position requires significant professionalism, organization, confidentiality, independence, initiative, judgment and problem solving skills. The successful candidate will have the ability to manage competing priorities as well as the ability to work independently in dealing with the complexities of working with operations at SMPH, UW Health, VA and UPH-Meriter. - 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. - Monday through Friday 8:00 a.m.- 4:30 p.m. Candidates who demonstrate the following knowledge, skills, and abilities will be given first consideration: - Technical proficiency in Outlook, Microsoft Teams, Webex, PowerPoint, etc. and ability to leverage technology to its maximum potential - Excellent oral and written communication skills - Courteous, responsive, and service oriented attitude - Strong organizational skills - Ability to manage diverse assignments simultaneously and consistently meet deadlines - Ability to establish and maintain effective working relationships with faculty and staff - Ability to work independently and solve problems, and to recognize where discretion/review is needed in sharing confidential/sensitive information. Key Job Responsibilities: - Completes fiscal tasks such as e-reimbursements, requisitions, purchasing card and procurement tasks - Maintains Curriculum Vitae and NIH biographical sketches for assigned faculty members. Assists in completion of annual review packets and mentor committee meetings. - 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 Department: School of Medicine and Public Health, Department of Medicine, Division of Gastroenterology and Hepatology Fueled by innovation yet grounded in kindness, the Department of Medicine empowers leaders to transform medicine and improve lives everywhere. We are committed to professional fulfillment and health equity. We strive to ensure that everyone in our department understands the importance of social impact and belonging—and is empowered to champion it in all they do. Join us and be a part of supporting our nationally recognized faculty, innovative medical education programs and exceptional clinical care as we work towards our vision of healthy people and healthy communities! With a distinguished team of over 40 exceptional faculty members and 10 advanced practice providers, the University of Wisconsin Division of Gastroenterology and Hepatology at the University of Wisconsin-Madison is renowned for delivering high-value patient care, driving innovative research, and shaping the future leaders of gastroenterology and hepatology. At the forefront of our division's success is a comprehensive range of clinical programs that are considered among the best in the field. Recognized by U.S. News & World Report, the UW Health Gastroenterology and GI surgery program consistently ranks within the top 50 nationwide, a testament to our commitment to excellence. Additionally, our UW Health liver transplant program is nationally acclaimed as a Center of Excellence, acknowledged by most insurance networks for its exceptional standards. Compensation: The starting minimum hourly wage for the position is $20.00 per hour; but is 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. Required Qualifications: - At least one year of experience in an office, business, or finance environment. Preferred Qualifications: - Experience providing executive leadership support in a healthcare, academic or other professional setting - Experience in meeting and event planning Education: H.S. Diploma preferred

• Work with Project Manager and franchise owner to prepare and organize documentation for project records. • Track and schedule project timelines. • Place and submit orders from suppliers. • Work collaboratively with a team. • Answer incoming calls and input, track, and maintain prospects and client information.

• Proactively manage complex executive calendars and competing priorities across multiple global time zones, ensuring strategic alignment of schedules and effective use of executive time • Anticipate needs, scheduling conflicts, and independently identify solutions through collaboration with cross-functional stakeholders, executives, and administrative partners • Coordinate domestic and international travel arrangements, including itineraries, logistics, and timely preparation and submission of expense reports while ensuring compliance with company policies and procedures • Support congresses, conferences, and key business meetings by managing registrations, travel, accommodations, ground transportation, meeting logistics, and on-site coordination as needed • Lead logistical meeting preparation activities, including securing appropriate venue, coordinating catering, audiovisual requirements, conference room setup, and facilities requests • Manage operational processes such as purchase orders, invoice processing, vendor coordination, mailings, and courier services • Maintain department distribution lists, organizational charts, and key stakeholder contacts, while developing a strong understanding of organizational priorities and cross-functional partnerships • Capture action items, track follow-up activities, and help drive accountability to ensure timely completion of commitments • Coordinate and support special projects, leadership summits, off-site meetings, team-building activities, onboarding initiatives, and other departmental events • Provide backup support to administrative colleagues and contribute to a collaborative, high-performing team environment • Identify opportunities to improve administrative processes, enhance team effectiveness, and support a culture of continuous improvement.

• Answer incoming phone calls professionally and courteously • Monitor and respond to company email inquiries • Create, organize, and manage tasks and projects within Monday.com • Draft client quotes, proposals, and related documentation • Prepare contracts and client-facing documents • Process online purchases and purchasing requests as needed • Track employee and contractor hours • Generate and send client invoices through QuickBooks Online • Maintain spreadsheets, reports, and administrative records using Excel and Google Sheets • Organize digital files and company documentation • Assist with various operational and administrative projects • Provide day-to-day administrative support to leadership