Program Associate Jobs in Madison, WI (NOW HIRING)

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Job Category:
University Staff
Employment Type:
Regular
Job Profile:
Administrative Assistant II
Job Summary:
The Wisconsin Office of Rural Health (WORH) is hiring two Administrative Assistants (Program Assistants) to meet state and federal program needs.

• Work hours will generally be Monday through Friday between 8:00am and 4:30pm Central Time. The exact work schedule is flexible and will be determined at the time of hire.
• These positions 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.
• Must provide a valid driver's license. Employees may use their own transportation or receive approval for University Car Fleet usage. Employment is conditional pending the results of a Pre-hire Driver Authorization Check. See https://businessservices.wisc.edu/managing-risk/driver-authorization-and-insurance/driver-authorization/#become-authorizeddriver (click on "Become an authorized driver;" then click on "Required criteria").

WORH has a strong working relationship with national, state, and local colleagues and a history of national leadership and innovation from our programs. These positions will provide critical support for the Outreach Program Managers to maintain these relationships and meet the training, consultation, and programming needs of our partners.
Success in these roles require:

• Organization, time management, and prioritization skills to coordinate multiple projects simultaneously.
• Ability to independently problem-solve logistical challenges when coordinating travel, meetings, and events.
• Strong attention to detail to maintain documentation standards and ensure data integrity, particularly in cases of high volume and repetition.
• Proficiency in using digital productivity tools (e.g. Microsoft Office, Google Workspace, CRM) to document and track project data and progress, including contact databases.
• Ability to respond to inquiries promptly, professionally, and accurately as a first point of contact for statewide health programs through written and verbal communication methods.
• Openness to training and feedback for process improvements.

Candidates who additionally demonstrate the following will be given first consideration:

• Ability to gather and synthesize program information to produce accurate, audience-appropriate materials for rural health partners in Wisconsin.
• Knowledge of state/federal government health agencies and/or hospital/provider associations to direct communications and reports to program partners.
• Knowledge of basic performance improvement principals to successfully track and interpret performance metrics.
• Ability to quickly adjust administrative processes to meet evolving grant/program requirements; and effectively document changes to preserve institutional knowledge.

Key Job Responsibilities:

• Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations

• Serves as a first point of contact for individuals and groups, provides basic organizational information via phone, in person and through other communication mediums, and routes more complex inquiries to the appropriate entities

• Collects, analyzes, and prepares various communication materials from established sources utilizing technology mediums

• Tracks and gathers program performance and activity progress to ensure objectives, benchmarks, and deadlines are met

• Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures under general supervision

• Maintains established methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures

Department:
School of Medicine and Public Health, Department of Administration, Wisconsin Office of Rural Health
The Wisconsin Office of Rural Health (WORH) works to improve the access to, and quality of, rural healthcare in Wisconsin. We receive federal and state funding through grants and state budget line-items, as well as generating income through fee-for-service programs.
Compensation:
The starting hourly wage for the position is $24.04 per hour; 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 University Staff Benefits Flyer 2026.
Required Qualifications:

• Experience using digital productivity tools (e.g. Microsoft Office, Google Workspace, CRM) for communications, data tracking, and/or project management
• Experience maintaining internal documentation systems to preserve institutional knowledge and/or support continuity of operations
• Experience coordinating meetings, travel, events, communications, and/or other administrative support

Preferred Qualifications:

• Relevant experience or training in healthcare or health outreach programs; relevant experience or training in rural health environments is strongly preferred

Education:

• H.S. diploma 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 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.
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:
Aisha Liebenow, liebenow@wisc.edu
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).
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