Job Summary:
The Department of Pediatrics is seeking a Medical Program Assistant to provide direct support to divisional faculty and staff. This position will be responsible for the coordination of complex daily clinical, academic, and administrative activities, as well as the coordination and organization of the faculty's communications, meeting planning, and both domestic and international travel.

The Department of Pediatrics at the University of Wisconsin School of Medicine and Public Health is a vibrant academic department comprising more than 200 faculty in 16 subspecialty divisions. The department promotes and enhances the health of children through outstanding clinical care, exemplary education of pediatric trainees, performance of cutting-edge research, and vigorous advocacy. To learn more about the department's work and accomplishments, please visit: https://www.pediatrics.wisc.edu/.
Responsibilities: Performs administrative duties to support providers, staff, services, and unit programs. May serve as the primary contact or customer service representative and subject matter expert. Tracks, prioritizes, organizes, and completes multiple ongoing clinical, research or academic projects. Requires Health Insurance Portability and Accountability Act (HIPAA) and Personal Protective Equipment (PPE) knowledge or training.

• 25% Performs administrative tasks including telephone customer service, word processing, transcribing, filing, and calendaring
• 10% Acts as the primary liaison for providers or programs and refers stakeholders to providers, agencies, patients, and staff
• 15% Assists in coordinating the complex daily activities of providers or program(s) by entering information into databases, maintaining files and materials, and preparing reports
• 5% Serves as the primary contact and subject matter expert for specified program policies and procedures
• 5% Coordinates with senior management to define program goals and fiscal objectives
• 5% Identifies opportunities for program improvements and makes recommendations to the appropriate entities
• 25% Schedules logistics and secures or distributes resources for program meetings, department events, conferences, and travel
• 5% Assists in completion of annual review packets and scheduling of mentor committee meetings (i.e. Updates Curriculum Vitae, NIH biographical sketches, PubMed identification numbers & MyNCBI)
• 5% Division delegate for travel and expense reimbursements in Oracle and E-Reimbursement

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.

For more information on diversity and inclusion on campus, please visit: Diversity and Inclusion
Education:
Preferred
H.S. Diploma
Qualifications:
Required:
- Proficiency in Microsoft Office Suite and other relevant software applications.
- Excellent organizational and time-management skills with a keen attention to detail. Ability to plan and carry out work without direct supervision.
- Strong communication and interpersonal skills, capable of interacting with individuals at all levels of the organization.
- Ability to prioritize tasks, multitask effectively, and adapt to changing priorities in a fast-paced environment.

Preferred:
- Experience providing administrative support in an office setting is strongly preferred. Coursework or training in project and/or organizational management may be considered in lieu of direct work experience.
- Experience in a medical setting, preferably with scheduling or administrative duties.
- Training in and knowledge of HIPAA regulations.
- Experience providing office or administrative support in the UW or UW Health System.
Work Schedule:
Business hours are Monday-Friday, specific hours will be determined upon hire.
Work Type:
Full Time: 100%

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.
Appointment Type, Duration:
Ongoing/Renewable
Salary:
Minimum $22.00 HOURLY
Depending on Qualifications
Actual pay will depend on experience and qualifications.

Employees in this position can expect to receive benefits such as generous vacation, holidays, and paid time off; competitive insurances and savings accounts; retirement benefits. Benefits information can be found at:
- https://hr.wisc.edu/benefits/
- SMPH University Staff Benefits flyer: https://uwmadison.box.com/s/656no0fcpy2tjg86s4v0chtxx25s3vsm
Additional Information:
The selected applicant will be responsible for ensuring their continuous eligibility for employment in the United States on or before the effective date of the appointment. University sponsorship is not available for this position. UW-Madison is not an E-Verify employer, and therefore, is not eligible to employ F1-OPT STEM Extension participants.
How to Apply:
To apply for this position, please click on the "Apply Now" button. You will be asked to upload a current resume/CV and a cover letter briefly describing your qualifications and experience.
Contact:
Ashley Mueller
ashley.mueller@pediatrics.wisc.edu
608-265-3961
Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.
Official Title:
Medical Program Assistant(HS009)
Department(s):
A53-MEDICAL SCHOOL/PEDIATRICS/GPAM
Employment Class:
University Staff-Ongoing
Job Number:
295359-CP