Administrative Assistant: UW Veterinary Hospital

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Job category:

University Staff

Employment type:

Regular

Job profile:

Administrative Assistant II

Job summary:

UW Veterinary Care is seeking a talented and enthusiastic Administrative Assistant to support hospital leadership in a fast-paced, mission-driven environment. This vital role will provide high-level support to the hospital's administrative team, helping coordinate day-to-day operations and special initiatives.

The ideal candidate is highly organized, detail-oriented, and is able to effectively manage multiple priorities and vital deadlines. Proficiency in Microsoft Office—particularly Outlook, Excel, Word, and Teams—is essential. The role also offers opportunities to support hospital-wide events, internal communications, and operational projects that keep our veterinary teaching hospital running smoothly.

Join us in advancing animal health, education, and clinical innovation—all while working alongside a passionate, collaborative team.

The anticipated schedule for this vacancy is Monday through Friday, 8-hour shifts between 8:00am - 5:00pm. Occasional weekend hours required to help support events.

Tasks:

• Provide day-to-day administrative support to hospital leadership, including managing calendars, scheduling meetings, taking meeting minutes, and handling routine correspondence.
• Serve as a point of contact for staff and students, helping route questions or requests to appropriate administrative or clinical leadership.
• Assist with maintaining hospital forms and handling form responses, including Workers Compensation documentation, bite reports, locker requests, building access requests, and others.
• Assist in planning and executing hospital events, such as staff recognition activities, sponsored events, morale committee events, and other hospital programs.
• Track and reconcile administrative expenses, assist with purchasing for hospital initiatives, such as section meals, hospital annual clothing purchase, and purchases for sponsored events.
• Provide support on hospital leadership projects, including compiling data, tracking deadlines, and helping with documentation and follow-up.
• Collaborate across departments, including clinical teams, HR, and finance, to support hospital-wide initiatives and special projects.
• Monitor and replenish office supplies and coordinate orders as needed.
• Coordinate internal communications, including drafting announcements, formatting documents, and posting signage.
• Maintain organized digital and physical filing systems, ensuring easy access to administrative and operational records.
• Assist with client and referring DVM survey responses and respond to hospital Google reviews

Key job responsibilities:

• Serves as first point of contact for individuals and groups providing basic organizational information via phone, in person, and through other communication mediums, routing more complex inquiries to the appropriate entities (25%)

• Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations (40%)

• Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures (25%)

• Tracks, stocks, orders, and inventories office supplies to ensure adequate materials are available for workplace operation (10%)

Department:

School of Veterinary Medicine

UW Veterinary Care Hospital

Administrative Team

Compensation:

The starting hourly rate for the position is $19.00 (but is negotiable based on experience and qualifications).

UW Veterinary Care offers competitive wages (including night and weekend differential, if applicable), outstanding employee benefits ample paid time off , financial support for continuing education, referral bonuses, and a yearly provision of hospital-branded clothing.

Required qualifications:

• Minimum of 1 year experience in an administrative support role
• Demonstrated strong communication skills with responsiveness and professionalism
• Demonstrated ability to meet deadlines
• Demonstrated proclivity for organization and multi-tasking
• Proficient in Microsoft Office Suite (Excel, Outlook, Teams, Word, PowerPoint, etc.)

Preferred qualifications:

• Over 2 years of office-related administrative experience or executive level support
• Previous University administrative experience
• Comfort with learning and using new technology

Education:

High School Diploma Preferred

How to apply:

Begin the online application process by clicking the 'Apply' button. Applicants are asked to upload a cover letter and a current copy of their resume, outlining their experience as it applies to this position.

Please note that successful applicants are responsible for ensuring their 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 need of employer sponsorship) on or before the effective date of appointment.

Contact information:

Hiring Manager: Meenu Verma, Associate Director,

HR Support: April Schulz, HR Manager,

Institutional statement on diversity:

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.

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

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