Administrative Assistant - Dept of Surgery

Universities of Wisconsin•Madison, WI

11d•Hybrid

About The Position

The Department of Surgery at the University of Wisconsin–Madison School of Medicine and Public Health is seeking a Medical Program Assistant to support faculty and staff. The position coordinates complex daily activities that support teaching, research, clinical care, outreach, and service. Applicants may be considered for multiple Medical Program Assistant vacancies across the department’s divisions. The role calls for strong written and verbal communication and organizational skills, and the ability to work collaboratively in a service-oriented administrative team. The position may require some in-person work at a designated campus location, with some work potentially performed remotely. The schedule is Monday through Friday, 8:00 a.m. to 4:30 p.m. This is a position of trust involving access to vulnerable populations; the selected candidate must pass an initial caregiver check and repeat it every four years. The Department of Surgery has more than 130 full-time faculty across 10 divisions and nearly 200 additional staff. Its work includes patient care, surgical education, and research, with nearly 20,000 operations performed annually and more than 100 residents and fellows trained each year. The department ranks seventh nationally in NIH funding over the last 10 years. The starting wage is $24.00 per hour, negotiable based on experience and qualifications. Benefits include vacation, holidays, sick leave, insurance and savings accounts, and retirement benefits. University sponsorship is not available; applicants must maintain eligibility to work in the United States without employer sponsorship. The department cannot support J-1 waiver requests.

Requirements

Experience providing administrative support in a professional setting.
At least two years of customer service experience.
Strong verbal, written, and organizational skills.
Proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint), Google Suite, and other computer-based administrative management systems.
Outstanding organizational skills and attention to detail.
Pass an initial caregiver check and repeat the check every four years.
Maintain eligibility to work in the United States without employer sponsorship.

Nice To Haves

Knowledge of and experience in a clinical setting, UW Health, UW System, or the School of Medicine and Public Health.
At least two years of customer service experience in an office setting, healthcare setting, higher education, or related field.
Experience with travel arrangements and travel reimbursements.
High school diploma preferred.

Responsibilities

Act as the primary liaison for providers or programs and refer stakeholders to providers, agencies, patients, and staff.
Schedule logistics and secure or distribute resources for program meetings, department events, conferences, and travel.
Coordinate with senior management to define program goals and fiscal objectives.
Serve as the primary contact and subject matter expert for specified program policies and procedures.
Identify opportunities for program improvements and make recommendations to appropriate entities.
Assist in coordinating providers’ or programs’ complex daily activities by entering information into databases, maintaining files and materials, and preparing reports.
Perform administrative tasks including telephone customer service, word processing, transcribing, filing, and calendaring.