Division Administrative Assistant - Madison, United States - University of Wisconsin–Madison

University of Wisconsin–Madison

Verified Company

Madison, United States

3 weeks ago

Posted by:

Mark Lane

beBee recruiter

Description

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.

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% 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.

Education:

Preferred
H.S. Diploma

Qualifications:

Required:

Excellent organizational and timemanagement 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 fastpaced 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:

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:

Contact:

Ashley Mueller

Relay Access (WTRS): 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

The University of Wisconsin-Madison is an Equal Opportunity and Affirmative Action Employer
:

Qualified applicants will receive consideration for employment without regard to, including but not limited to, race, color, religion, sex, sexual orientation, gender identity, 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 through diversity and encourage all qualified individuals to apply.

Employment will require a criminal background check. It