Clinical Operations Administrative Specialist

Universities of Wisconsin•Madison, WI

1d•$58,450•Hybrid

About The Position

The Department of Pediatrics is seeking an Administrative Specialist to join our Clinical Operations team. The incumbent will be instrumental in coordinating complex daily activities, ensuring smooth and efficient administrative operations, and collaborating with leadership in development of workflows supporting clinical practice needs. This position requires a high degree of organization, effective task and productivity tracking, ability to work collaboratively on multiple projects, and a focus on details. The ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality is essential. 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. The Department of Pediatrics at the University of Wisconsin School of Medicine and Public Health is a vibrant academic department comprising more than 230 faculty members 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. Our faculty and research staff enjoy a robust infrastructure of services as well as the opportunity to contribute to our world-class research portfolio — since 2015 the department has ranked among the Top 20 pediatrics departments receiving NIH funding, according to Blue Ridge Institute for Medical Research. To provide remarkable health care for everyone in our community, we are committed to fostering a diverse, equitable, and inclusive environment in all aspects of our work.

Requirements

Experience in a position requiring self-motivation/initiative and progressively independent decision making
Exceptional organizational skills
Ability to take initiative, identifying tasks and taking action, consulting the team as needed
Ability to make decisions using good judgment and complete work with growing independence
high degree of organization
effective task and productivity tracking
ability to work collaboratively on multiple projects
focus on details
Ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality
Minimum three years of experience in an advanced administrative position
Experience managing complex workflows and coordinating projects/tasks
Proficiency/advanced skills in Microsoft Excel, Word, Outlook, PowerPoint

Nice To Haves

Experience working with datasets, using Excel, Smartsheets, or other analysis/reporting tools to support reporting needs with demonstrated history in creating/using operational data to guide decision making
Experience working in higher education or health care environment supporting clinical operations
Project management experience/certification, experience managing projects
Bachelor's Degree preferred; focus in Business Administration, Public Administration, Human Resources or closely related field preferred

Responsibilities

development and administration of clinical onboarding/offboarding tools and processes for each division
support improvements in revenue generation (develop/administer coding reporting, collaborate with coding team on divisional opportunities, facilitate education and response to audit information around coding and billing practices, etc.)
facilitation of physician licensing & credentialing completion
support of operational reporting, evaluation, and data management
Provide support/back up coverage of clinical scheduling, monitoring and taking steps to resolve issues or collaborate with manager/administrator
Implements and executes established policies and procedures for a designated work unit to adhere to unit objectives and to align with established strategies
Assists faculty in completion of state licensing, credentialing and other regulatory requirements, tracking data, due dates, workflow to ensure deadlines are met and minimizing effort required for completion
Serves on committees and attends meetings, representing the interests of the unit or program
Assists, recommends, and advises staff on unit or program administrative issues, personnel matters, and budgetary problems
Analyzes data and trends, compiles progress reports, and provides appropriate recommendations or conclusions in support of the assigned operational work unit(s)
Schedules logistics and secures resources for a designated work unit to contribute to the day-to-day operational success