Division Administrative Assistant - Department of Pediatrics

About the position

The Division Administrative Assistant in the Department of Pediatrics at the University of Wisconsin Madison is responsible for providing direct support to divisional faculty and staff. This role involves coordinating complex daily clinical, academic, and administrative activities, managing communications, and organizing both domestic and international travel for faculty members. The position plays a crucial role in enhancing the department's mission of promoting children's health through clinical care, education, research, and advocacy.

Responsibilities

• Performs administrative duties to support providers, staff, services, and unit programs.
• Acts as the primary liaison for providers or programs and refers stakeholders to providers, agencies, patients, and staff.
• Assists in coordinating the complex daily activities of providers or program(s) by entering information into databases, maintaining files and materials, and preparing reports.
• Serves as the primary contact and subject matter expert for specified program policies and procedures.
• Coordinates with senior management to define program goals and fiscal objectives.
• Identifies opportunities for program improvements and makes recommendations to the appropriate entities.
• Schedules logistics and secures or distributes resources for program meetings, department events, conferences, and travel.
• Assists in completion of annual review packets and scheduling of mentor committee meetings.
• Division delegate for travel and expense reimbursements in Oracle and E-Reimbursement.

Requirements

• Knowledge of Health Insurance Portability and Accountability Act (HIPAA) and Personal Protective Equipment (PPE) training.
• Strong organizational skills to track, prioritize, and complete multiple ongoing clinical, research, or academic projects.
• Excellent customer service skills, including telephone customer service and communication.