Division Administrative Specialist

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 executivelevel 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.

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.

• 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

School of Medicine and Public Health, Department of Medicine, Division of Geriatrics and Gerontology

The Division of Geriatrics & Gerontology is part of the Department of Medicine (DOM), within the UW School of Medicine and Public Health (SMPH). The division has a nationally ranked patient care program spanning the continuum of geriatric care, supports one of the oldest Geriatric Medicine Fellowship programs in the country, and is internationally recognized for its extensive research programs in aging and geriatrics, with current total research funding for the division exceeding $500 million.

The starting salary for the position is $58,450 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 and the SMPH Faculty /Academic Staff Benefits Flyer 2026.

• A minimum of 3 years' experience in administrative support.

• Experience in event planning.

• Experience or relevant background in marketing, social media, or brand management.

• Bachelor's Degree preferred

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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: The application has only one attachment field. Upload the following documents in that field, either as a single combined file or as multiple files in the same upload area.

• Cover letter required

• Resume

Your cover letter should address how your training and experience aligns 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.

James Lewallen, jlewallen@medicine.wisc.edu, 608-265-3015

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

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