Pediatrics Division Administrative Assistant

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.

Additional Job Details:

• The work schedule is flexible and will be determined at the time of hire.

• 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.

Candidates who demonstrate the following knowledge, skills, and abilities, will be given first consideration.

• 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.

• Assists in coordinating the complex daily activities of providers or program(s) by entering information into databases, maintaining files and materials, and preparing reports

• Schedules logistics and secures or distributes resources for program meetings, department events, conferences, and travel

• Identifies opportunities for program improvements and makes recommendations to the appropriate entities

• Acts as the primary liaison for providers or programs and refers stakeholders to providers, agencies, patients, and staff

• Performs administrative tasks including telephone customer service, word processing, transcribing, filing, and calendaring

• Coordinates with senior management to define program goals and fiscal objectives

• Serves as the primary contact and subject matter expert for specified program policies and procedures

School of Medicine and Public Health, Department of Pediatrics, Pediatric Support Staff

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/.

• The starting rate for the position is $22.50 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.

• Proficiency in Microsoft Office Suite or other relevant software applications.

• 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.

• H.S. Diploma preferred

To apply for this position, please click on the "I am a current employee" button or "I am not a current employee" button under Apply Now. You will be prompted to upload the following documents.

• Cover Letter

• Resume

Please note, there is only one attachment field. You must upload all your documents in the attachment field. Applicants are to submit a cover letter and resume detailing their training and experience relating to the required and preferred qualifications referenced above. The application reviewers will be relying on written application materials to determine which qualified applicants will advance in the recruitment process. We will notify selected applicants to participate further in the selection process directly. References will be requested of final candidates. All applicants will be notified after the search is complete and a candidate has been 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.

Ashley Rupnow, ashley.rupnow@pediatrics.wisc.edu, 608-265-3961

Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.

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For more information on diversity and inclusion on campus, please visit: Diversity and Inclusion

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, click here.

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.