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Administrative Assistant - Pediatrics Dept of Surgery


Join our team and be a part of the talent that makes UWMF/UW Health the best work and academic environments. Under the general direction of the Chief of the Division of Pediatric Surgery, the Administrative Assistant will oversee complex administrative and clinical support activities for up to five pediatric surgeons, assisting the physicians in coordinating their complex daily clinical, academic, research, and administrative activities. The Administrative Assistant must interface with outside physicians, paramedical personnel, administrators, researchers and scientists locally, regionally and nationally. The Administrative Assistant will be responsible for screening, prioritizing, tracking, and completing multiple ongoing projects in various stages of progress.

The Division of Pediatric Surgery provides elective as well as 24/7/365 surgical care for infants, children and adolescents at the AFCH, Meriter Hospital, Dean/St. Mary?s and outreach areas around the region. In addition to providing quality care, the Division is committed to advancing clinical knowledge through outreach, education and an NIH-funded clinical research program. The Administrative Assistant will represent the Division of Pediatric Surgery to the public as well as to personnel and visitors locally, regionally, nationally and internationally. This position is responsible for interfacing with hospital directors, the Access Center, and multiple medical subspecialities. The Administrative Assistant is responsible for managing faculty availability to address urgent needs by overseeing implementation of coverage/call schedules. The Administrative Assistant actively assists in the management of faculty recruitment, hiring, and faculty mentoring in a fast-paced, expanding area of business.


  • High school diploma or equivalent.
  • Associate degree in secretarial science or related field (work experience will be considered in lieu of education requirement).
  • Ability to operate personal computer with database, word-processing, electronic slide presentation, and spreadsheet software (prefer Microsoft Office experience).
  • 2-3 years experience working as an administrative assistant in a clinical department setting.
  • Working knowledge of medical terminology preferred
  • Familiarity with report/project work, including formatting source documents, data extraction and presentation, preferred.
  • Excellent typing skills, including transcription.
  • Excellent spelling, proofreading and grammar skills including reading for substance. Must be able to attend meetings and write meeting minutes.
  • Excellent written and verbal communication, collaboration and organizational skills.
  • Ability to establish and maintain effective working relationships with administrative staff, clinic staff, fellow employees and the general public.
  • Ability to produce quality work at efficient speed.
  • Ability to judge handling sensitive and confidential materials.
  • Ability to work independently with minimal supervision, checking clearance when appropriate.
  • Ability to be organized and respond flexibly to changing demands.
  • Ability to make appropriate and timely decisions.
  • Familiarity with database management principles.
  • Excellent phone etiquette skills.
  • Ability to work in a team environment and to collaborate with a variety of professionals.
  • Resourcefulness and initiative to learn new skills.
  • Demonstrate the initiative to problem solve day-to-day issues with minimal oversight.


This is a Full time, 40 hour per week position. Hours are Monday - Friday 8:00 a.m. - 5:00 p.m.

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