Family Medicine And Community Health Administrative Assistant

Job Summary:
The Department of Family Medicine and Community Health (DFMCH) is seeking a dedicated Administrative Assistant to support the Director of Strategic Initiatives and other faculty members. In this role, you will be instrumental in coordinating their complex daily activities, ensuring smooth and efficient administrative operations. Key responsibilities include managing clinician scheduling in collaboration with our UW Health partners across 17 family medicine clinics. The ideal candidate will excel in administrative, organizational, and communication skills and thrive in a collaborative, detail-oriented environment. Join our dynamic administrative team and contribute to the success of our department.

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
• 25% Acts as the primary liaison for providers or programs and refers stakeholders to providers, agencies, patients, and staff
• 30% Assists in coordinating the complex daily activities of providers or program(s) by entering information into databases, maintaining files and materials, and preparing reports
• 10% 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

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:
- Experience providing administrative support in an office setting and/or university setting
- Ability to consistently maintain a high level of attention to detail and demonstrate
organizational skills
- Ability to communicate effectively (interpersonal, verbal and written)
- Ability to demonstrate initiative within a collaborative setting
- Proficient computer experience with Microsoft Outlook, Excel, Word and PowerPoint

Preferred:
- Experience with a medical scheduling system and/or software, such as QGenda or related system
- Ability to work independently and function with minimal supervision
Work Schedule:
Business hours are Monday through Friday from 8:00am to 4:30pm.
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.

This position is expected to work onsite Monday through Thursday at the Department of Family
Medicine and Community Health's Administrative Building at 610 N. Whitney Way, Suite 200,
Madison, WI 53705. Work may be performed remotely on Friday. Business hours are Monday through Friday from 8:00am to 4:30pm. The schedule will be determined upon hire.
Appointment Type, Duration:
Ongoing/Renewable
Salary:
Minimum $21.00 HOURLY
Depending on Qualifications
The starting hourly wage is $21.00 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.

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 University of Wisconsin Department of Family Medicine and Community Health is a large, tier-one clinical department in the UW School of Medicine and Public Health (SMPH). UW DFMCH has 171 faculty, 261 adjunct faculty, and 110 staff located throughout the state. Combined with its associated UW Health clinic operation, the department boasts over 750 total employees transforming health care in Wisconsin. The DFMCH is committed to patient care while also offering outstanding educational and research programs. There are over 150 residents in our sponsored and academic partner programs, and more than 400 medical students train in the department each year, with the Madison residency program ranking fifth in the nation for 2023. In fiscal year 2022, our physicians and residents practicing at 17 clinics throughout the state managed over 358,000 patient visits - an integral part of the department's success. Learn more about our department's work by visiting https://www.fammed.wisc.edu/ and DFMCH Diversity, Equity and Inclusion: https://www.fammed.wisc.edu/diversity/

University sponsorship is not available for this position, including transfers of sponsorship. 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. UW-Madison is not an E-Verify employer, and therefore, is not eligible to employ F1 STEM OPT Extension participants. If you are selected for this position you must provide proof of work authorization and eligibility to work.

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:
Paige Steinert
paige.steinert@fammed.wisc.edu
608-890-1740
Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.
Official Title:
Medical Program Assistant(HS009)
Department(s):
A53-MEDICAL SCHOOL/FAMILY MED/FAMILY MED
Employment Class:
University Staff-Ongoing
Job Number:
304115-CP