Administrative Assistant - Dept of Otolaryngology

Universities of Wisconsin•Madison, WI

1d•Hybrid

About The Position

Performs administrative duties to support providers, staff, services, and unit programs. May serve as the primary contact or customer service representative and subject matter expert. Tracks, prioritizes, organizes, and completes multiple ongoing clinical, research or academic projects. Requires Health Insurance Portability and Accountability Act (HIPAA) and Personal Protective Equipment (PPE) knowledge or training. 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. Monday through Friday 8:00a.m.- 4:30p.m. This position has been identified as a position of trust with access to vulnerable populations. The selected candidate will be required to pass an initial caregiver check to be eligible for employment under the Wisconsin Caregiver Law and every four years. The Department of Otolaryngology–Head and Neck Surgery at the University of Wisconsin School of Medicine and Public Health (UW SMPH) is seeking a detail-oriented and highly organized Administrative Assistant III to support department operations. This position plays a critical role in coordinating faculty scheduling, insurance peer-to-review scheduling, travel and CME logistics, and credentialing support for our clinical faculty. The successful candidate will join a collaborative administrative team supporting a growing academic department committed to clinical excellence, education, and research.

Requirements

Demonstrated experience providing administrative support in an office, healthcare, or academic setting
Strong organizational skills with the ability to manage multiple priorities, deadlines, and competing demands
Excellent written and verbal communication skills
Proficiency with standard office software (e.g., Microsoft Office Suite, email/calendar platforms)
Experience coordinating complex scheduling (e.g., meetings, travel, or calendar management)
Ability to maintain confidentiality and exercise discretion when handling sensitive information
H.S. Diploma preferred.
Associate's degree or coursework in business administration, healthcare administration, or related field preferred.
Cover letter required
Resume required
Continuous eligibility to work in the United States

Nice To Haves

Prior administrative experience in a healthcare, academic medical center, or clinical department setting
Experience with Epic or other electronic health record (EHR) systems
Experience with Workday or similar HR/administrative systems
Familiarity with medical/surgical scheduling, insurance authorization processes, or credentialing procedures
Experience supporting faculty, physicians, or other clinical/academic staff

Responsibilities

Serves as a primary point of contact for individuals and groups, provides organizational information via phone, in person, and through other communication mediums
Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
Maintains department website, develops and maintains department intranet, coordinates departmental internal and external communications including regular newsletters and other communications targeting key audiences including donors, alumni, and prospective learners/trainees.
Develops, implements, and maintains methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures
Develops, sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures
Provides department-specific administrative support unique to the operational needs of the Department of Otolaryngology–Head and Neck Surgery.
Prepares and audits complex records, edits documents, and reviews work done by others