Administrative Ops Assistant

J  o  b    D  e  s  c  r  i  p  t  i  o  n

JOB INFORMATION

Effective Date:

6/11/2026

Entity:

Wisconsin

Job Code:

300091

Job Title:

Administrative Ops Assistant

FLSA Exemption Status:

Non-Exempt

Management Level:

Individual Contributor

JOB SUMMARY

The Administrative Operations Assistant is responsible for providing administrative support in a variety of settings such as a hospital or administrative department, clinic, unit/area; and/or members of a management team.  This position is largely self-directed and responsible for a range of duties associated with the general administrative functioning within the department/area, and across departmental areas. This role assists in the planning and coordination of program and project related activities, which may include collaboration with multiple business leaders on a routine basis. This position may have regular access to confidential information as it relates to employee attendance, department budgets and/or employer to employee relationships. 

ESSENTIAL DUTIES

•

In partnership with department leadership, coordinate administrative aspects of a department, unit, project or area, including preparation of reports, researching issues and assistance in updating policies, procedures, manuals, and administrative tools.

•

Provide leadership support with management of calendars, maintenance of agendas, taking meeting minutes, and the coordination of activities and schedules of management and department teams.

•

Compose and prepare correspondence, newsletters, presentations, and additional materials as needed.

•

Enter, monitor and report departmental data, and information.

•

Ensure departmental compliance with applicable policy and procedure requirements, including quality control monitoring of time sensitive processes and procedures.

•

Coordinate and monitor facility and departmental needs, purchase supplies, materials, services or equipment.

•

Act as a resource, responds to questions and provides support to department staff as it relates to payroll, time-off, policies, procedures, education and scheduling.

•

Perform other duties as assigned.

As needed, additional responsibilities reasonably within the scope of duties and physical requirements may be assigned.  ALL DUTIES AND REQUIREMENTS MUST BE PERFORMED CONSISTENT WITH THE UW HEALTH PERFORMANCE STANDARDS AND RESPECT FOR PEOPLE COMMITTMENTS.

X

Non-Clinical

JOB REQUIREMENTS

No minimum education required.

High School Diploma

or equivalent

Preferred

Associate's Degree

in Business Administration or related field

Preferred

1 year

experience in an administrative support role

Required

3 years

experience in an administrative support function

Preferred

Previous experience in a health care setting

Preferred

LICENSE, CERTIFICATIONS, AND REGISTRATIONS MUST BE MAINTAINED PER UW HEALTH POLICY. 

•

Excellent verbal and written communication skills

•

Excellent computer skills. Experience with word processing, database and spreadsheet software programs

•

Ability to establish and maintain effective working relationships with coworkers, department administrative staff, interdepartmental contacts and the general public

•

Ability to plan and organize the workflow in a busy office/unit environment and be self-directed and work with minimal supervision

•

Ability to be flexible in response to changing demands

•

Ability to handle a high volume of work under pressure

•

Resourceful in problem solving, initiative and good judgment

PHYSICAL REQUIREMENTS/WORKING CONDITIONS

☒

Sedentary: Sedentary work involves lifting no more than 10 pounds at a time and occasionally lifting or carrying articles like docket files, ledgers, and small tools. Although a sedentary job is defined as one which involves sitting, a certain amount of walking and standing is often necessary in carrying out job duties. Jobs are sedentary if walking and standing are required occasionally and other sedentary criteria are met.

Up to 10#

Negligible

Negligible

☐

Light: Light work involves lifting no more than 20 pounds at a time with frequent lifting or carrying of objects weighing up to 10 pounds. Even though the weight lifted may be very little, a job is in this category when it requires a good deal of walking or standing, or when it involves sitting most of the time with some pushing and pulling of arm or leg controls. To be considered capable of performing a full or wide range of light work, you must have the ability to do substantially all of these activities. If someone can do light work, we determine that they can also do sedentary work, unless there are additional limiting factors such as loss of fine dexterity or inability to sit for long periods of time.

up to 20#

Up to 10# or requires significant walking or standing or requires pushing/pulling of arm/leg controls.

Negligible or constant push/pull of items of negligible weight

☐

Medium: Medium work involves lifting no more than 50 pounds at a time with frequent lifting or carrying of objects weighing up to 25 pounds. If someone can do medium work, we determine that they can also do sedentary and light work.

20-50#

10-25#

Negligible-10#

☐

Heavy: Heavy work involves lifting no more than 100 pounds at a time with frequent lifting or carrying of objects weighing up to 50 pounds. If someone can do heavy work, we determine that they can also do medium, light, and sedentary work.

50-100#

25-50#

10-20#

☐

Very Heavy: Very heavy work involves lifting objects weighing more than 100 pounds at a time with frequent lifting or carrying of objects weighing 50 pounds or more. If someone can do very heavy work, we determine that they can also do heavy, medium, light, and sedentary work.

Over 100#

Over 50#

Over 20#

Other - list any other physical requirements or bona fide occupational qualifications not indicated above:

Over 50 lbs.

UW Health does not require, nor does it expect that its employees lift more than 50 lbs unassisted. Objects in excess of 50 lbs should be lifted or moved with mechanical means or through a team lift. Employees in patient care areas are expected to utilize mechanical lifts and adhere to the "Use of Mechanical Lifts (Liko)" policy in the Patient Services Policy and Procedure Manual.

Note: The purpose of this document is to describe the general nature and level of work performed by personnel so classified; it is not intended to serve as an inclusive list of all responsibilities associated with this position.

THE EMPLOYEE MUST BE ABLE TO COMPLETE ALL PHYSICAL REQUIREMENTS OF THE JOB WITH OR WITHOUT AN APPROVED ACCOMODATION. Note: The purpose of this document is to describe the general nature and level of work performed by personnel so classified; it is not intended to serve as an inclusive list of all responsibilities associated with this position.