Executive Assistant 1

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Job Category:

Academic Staff

Employment Type:

Regular

Job Profile:

Executive Assistant I

Job Summary:

The Department of Radiology is seeking a highly organized, proactive, and professional
Executive Assistant I to provide comprehensive administrative support to the Department
Chair. This key position serves as a trusted partner to department leadership in coordinating
executive level: complex schedules, meetings, conferences, and travel arrangements while
facilitating effective communication with a wide range of internal and external stakeholders.

The Executive Assistant I will manage confidential correspondence and records, review and
prioritize communications, coordinate special projects, and support departmental
operations. The successful candidate will demonstrate exceptional attention to detail, sound
judgment, discretion, and the ability to manage multiple priorities in a fast-paced, growing
academic healthcare environment.

Candidates who demonstrate the following knowledge, skills, and abilities will be given first consideration:

• Utilizes advanced technology, automation, AI-enabled tools, and digital platforms to improve workflow efficiency, communication, project management, and decision making.
• Anticipates leadership needs, independently resolves issues, and prioritizes competing demands while maintaining exceptional attention to detail.

Additional Information:

• This position requires work to be completed onsite, at a designated campus work location.
• The work schedule is flexible and will be determined at the time of hire.

Key Job Responsibilities:

• Develops and facilitates communications of varying complexity between various internal and external stakeholders

• Compiles, screens, and evaluates correspondence and reports and recommends actions

• Schedules logistics for meetings, conferences, and travel and organizes schedules for a college or division leadership position

• Monitors budgets and reviews and approves expenditures

• Manages the organization, auditing, security, and confidentiality of records and files

Department:

School of Medicine and Public Health, Department of Radiology

Join UW Radiology and UW Health—A Legacy of Innovation 

The University of Wisconsin Department of Radiology, in partnership with UW Health, has been at the forefront of clinical care, imaging research, and education for nearly a century. Since its inception on May 18, 1927—when Dr. Ernst Pohle was appointed as the first professor of Radiology—the department has grown to more than 160 faculty members across 14 specialized sections, serving as a key pillar of UW Health’s world-class medical enterprise. 

What Sets Us Apart 

• Collaborative Excellence: Strong partnerships with UW Health, Medical Physics, and leading equipment vendors drive continuous advancements in imaging. 
• Cutting-Edge Technology: We utilize state-of-the-art imaging in CT, MR, PET/CT, PET/MR, angiography, ultrasound, PACS, and AI-driven medical imaging. 
• Robust Research Infrastructure: Dedicated support for grant writing, media specialists, research nurses, technologists, and data managers enhances investigative success. 
• Premier Imaging Facilities: The WIMR Imaging Sciences Center offers 60,000 square feet of advanced imaging space, including MRI, PET/MRI, PET/CT, CT, ultrasound, angiography, cyclotron, radiopharmaceutical production and comprehensive small animal imaging technologies. 

Together, UW Radiology and UW Health are committed to advancing human health through groundbreaking clinical care, pioneering research, and excellence in education. We foster a respectful, adaptive, and accountable environment—one that prioritizes innovation while serving the needs of all patients, including underserved populations. 

Visit our official website to learn more about our work and opportunities. 

Compensation:

The starting salary for the position is$71,000annually; 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 or SMPH Academic Staff Benefits Flyer 2026

Required Qualifications:

• At least five (5) years of administrative support experience, including direct support of senior-level leaders, executives, department chairs, or similar leadership positions.
• At least one (1) year of professional experience managing complex calendars, coordinating meetings, and arranging travel logistics in a professional office, healthcare, academic, or corporate environment at an executive level.

Preferred Qualifications:

• Professional experience working in a higher education, academic medicine, healthcare, or research setting.
• Experience preparing, reviewing, and managing confidential correspondence, records, and sensitive information.

Education:

Bachelor’s Degree preferred; focus in business administration, communications, healthcare administration, or a related field preferred.

How to Apply:

For the best experience completing your application, we recommend using Chrome or Firefox as your web browser.

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 required
 

Your cover letter should address how your education, training and professional experience align with the required and preferred qualifications listed above, as well as the knowledge, skills and abilities outlined in the job description. 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. Failure to submit the required documents will result in no longer being considered for the position.

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. 

The department will not be able to support a request for a J-1 waiver. If you choose to pursue a waiver and apply for our position, neither the UW nor UWMF will reimburse you for your legal or waiver fees.

Contact Information:

Jen Cole, [email protected] , 608-890-3371

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

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. 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.