WPP Administrative Specialist

Current Employees:
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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.

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.

• Highly proactive, service oriented, and efficient professional with a strong commitment to teamwork and the organizational goals and mission.
• Demonstrated ability to manage multiple priorities and deadlines effectively.
• Strong written, verbal and interpersonal communication skills.
• Proven ability to work independently and adapt to changing priorities.
• Proficiency in Microsoft Office 365, including Outlook, Word, Excel and PowerPoint.

• 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…