Division Administrative Assistant

$46,800 - $46,800/Yr

University of Wisconsin System - Madison, WI

Full-time - Entry Level

Madison, WI

251-500 employees

Educational Services

About the position

The University of Wisconsin-Madison's Department of Pediatrics is seeking a Medical Program Assistant to provide essential administrative support to faculty and staff. This role involves coordinating complex clinical, academic, and administrative activities, managing communications, and organizing travel for faculty members. The department is dedicated to enhancing 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.

Requirements

• 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.

Nice-to-haves

• 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.

Benefits

• Health insurance
• Retirement plan
• Travel reimbursement