WPP Administrative Specialist

Under the supervision of the Office of Social Health Sciences and Programs (OSHSP) Executive Assistant and close collaboration with the Administrative Director, the Administrative Assistant provides comprehensive administrative support to the Wisconsin Partnership Program team. Key responsibilities include:

Serving as WPP's primary point of contact: The Administrative Assistant works closely with colleagues across WPP and consults with the Administrative Director to establish priorities. Serving as WPP's primary point of contact, the Administrative Assistant responds to and directs inquiries from faculty, staff, community organizations and the public, and oversees WPP's shared email account to ensure timely and accurate responses.

Supporting grants management processes: The Administrative Assistant collaborates with the Operations and Finance teams to implement WPP's grants management policies and procedures and contribute to process improvements. This position oversees an extensive grant application and award database, and following training, assists applicants, grantees, reviewers and staff in accessing and using the database. Key responsibilities include bundling application and reporting documents, entering review assignments, reporting requirement logs, and grant contacts; and processing amendments and related correspondence.

Coordinating governance committee and other meetings and events: The Administrative Assistant supports WPP's two governance committees and is responsible for managing meeting schedules and coordinating logistics, including preparing materials, securing space, arranging web conferencing, and taking notes and drafting minutes. This position ensures compliance with Wisconsin's open meetings and public records laws by posting meeting agendas and minutes as required. Additionally, the Administrative Assistant provides scheduling support for colleagues and assists with meetings and event coordination.

Maintaining administrative processes: The Administrative Assistant supports WPP's document sharing and filing systems, project and contact management systems, and coordinates in-person and virtual events throughout the year, including meetings, applicant information sessions and grantee orientations and learning collaboratives. This position also processes payments, reimbursements and similar financial transactions in a timely manner; coordinates staff travel; orders computer equipment and supplies; and enters and runs reports.

Other responsibilities: The Administrative Assistant provides administrative support for other SMPH programs and initiatives as assigned by the OSHSP Executive Assistant.

• Implements and executes established policies and procedures for a designated work unit to adhere to unit objectives and to align with established strategies

• Serves on committees and attends meetings, representing the interests of the unit or program

• Assists, recommends, and advises staff on unit or program administrative issues, personnel matters, and budgetary problems

• Analyzes data and trends, compiles progress reports, and provides appropriate recommendations or conclusions in support of the assigned operational work unit(s)

• Schedules logistics and secures resources for a designated work unit to contribute to the day-to-day operational success

School of Medicine and Public Health, Wisconsin Partnership Program, Administration

The Wisconsin Partnership Program (WPP) is a unique grantmaking program in the UW School of Medicine and Public Health (SMPH) Office of the Associate Dean for Social Health Sciences and Programs (OSHSP) committed to improving health and advancing health equity in Wisconsin through investments in community partnerships, education and research. Grants awarded since 2004 propel medical and public health research and discovery, prepare future physicians and public health leaders, and improve health and advance health equity across Wisconsin communities. WPP was established at the SMPH as the result of a generous endowment gift from Blue Cross Blue Shield United of Wisconsin (BCBS) and approved by the Wisconsin Insurance Commissioner's Order of March 2000 when BCBS converted from a nonprofit service corporation to a stock insurance corporation. The proceeds from the sale of the company were distributed equally between the SMPH and the Medical College of Wisconsin. WPP's approach to grantmaking has harnessed the power of academic research combined with community knowledge to address some of Wisconsin's most pressing and complex health challenges. Our principles and practices are integrated with the time-honored concept of the Wisconsin Idea, recognizing the tremendous opportunity to bridge the knowledge and resources of the university with communities to improve life within the state of Wisconsin and beyond. Our mission and work are strongly aligned with the SMPH mission to advance health through innovative research, outstanding education and remarkable service to communities.

• The starting salary for the position is $55,000 annually 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. For more information, refer to the campus benefits webpage. SMPH Academic Staff Benefits Flyer

• Minimum two years of experience in administration, operations or office support.

• 
  

  Demonstrated experience:

  
  
  
  

  • Managing multiple professional calendars.

  • Scheduling and coordinating meetings or events, including experience with virtual collaboration tools such as Zoom, MS Teams or similar.

  • Managing data in databases, such as those used for grants, project or customer relationship management, to include entering data and creating structures and workflows.

  • Processing payments, reimbursements or similar financial transactions in a timely manner.

  
  
  
  

Preferred Qualifications:

• Experience working in a community-based organization, governmental or tribal public health agency, university or academic institution, philanthropic foundation, or health care setting.

• Experience with grants administration.

• Knowledge of or experience with Wisconsin's open meetings and public records laws requirements.

• Experience with University of Wisconsin System or UW Health administrative, financial or research systems, such as Workday and RAMP.

Education:

Bachelor's Degree preferred.

To apply for this position, select either "I am a current employee" or "I am not a current employee" under Apply Now. You will then be prompted to upload your application materials.

Important: There is only one attachment field. All required documents must be combined into a single file and uploaded in that field.

Required documents:
* Cover letter
* Resume

Your cover letter should address how your training and experience align with the required and preferred qualifications listed above. Application reviewers will rely on these written materials to determine which applicants move forward in the process. References will be requested from final candidates. All applicants will be notified once the search concludes and a candidate is 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.

Kim McFarlane, kmmcfarlane@wisc.edu

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

Diversity is a source of strength, creativity, and innovation for UW-Madison. We value the contributions of each person and respect the profound ways their identity, culture, background, experience, status, abilities, and opinion enrich the university community. We commit ourselves to the pursuit of excellence in teaching, research, outreach, and diversity as inextricably linked goals.

The University of Wisconsin-Madison fulfills its public mission by creating a welcoming and inclusive community for people from every background - people who as students, faculty, and staff serve Wisconsin and the world.

The University of Wisconsin-Madison is an Equal Opportunity Employer.

Qualified applicants will receive consideration for employment without regard to, including but not limited to, race, color, religion, sex, sexual orientation, national origin, age, pregnancy, disability, or status as a protected veteran and other bases as defined by federal regulations and UW System policies. We promote excellence by acknowledging skills and expertise from all backgrounds and encourage all qualified individuals to apply. For more information regarding applicant and employee rights and to view federal and state required postings, visit the Human Resources Workplace Poster website.

To request a disability or pregnancy-related accommodation for any step in the hiring process (e.g., application, interview, pre-employment testing, etc.), please contact the Divisional Disability Representative (DDR) in the division you are applying to. Please make your request as soon as possible to help the university respond most effectively to you.

Employment may require a criminal background check. It may also require your references to answer questions regarding misconduct, including sexual violence and sexual harassment.

The University of Wisconsin System will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful candidate will be released. See Wis. Stat. sec. 19.36(7).

The Annual Security and Fire Safety Report contains current campus safety and disciplinary policies, crime statistics for the previous 3 calendar years, and on-campus student housing fire safety policies and fire statistics for the previous 3 calendar years. UW-Madison will provide a paper copy upon request; please contact the University of Wisconsin Police Department.