Infectious Disease Medical Program Assistant

Universities of Wisconsin•Madison, WI

18h•Hybrid

About The Position

The Infectious Disease Administrative Team is seeking a Medical Program Assistant. This position will be a part of a team that supports a group of around 30 physicians, 7 fellows, 10 APPs, and around 60 staff members dedicated to the research, clinical, and education missions of the division. This position will support the division in scheduling and calendaring, conference logistics, purchasing, travel and expense reimbursement, and serve as the main contact for teams across the division. 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 work schedule is flexible and will be determined at the time of hire.

Requirements

1 year of prior experience in an administrative position or business office environment.
Experience managing calendars
Experience with Microsoft Office products
Demonstrated ability to work independently and as part of a team
Demonstrated ability to manage multiple competing priorities while maintaining attention to detail and meeting deadlines
Ability to identify, describe, synthesize information, and develop processes to implement solutions to problems
Demonstrated ability to work in a fast-paced, changing environment
Ability to work cooperatively to coordinate multiple projects and demonstrate independent decision-making

Nice To Haves

Event planning and support
Experience in customer service

Responsibilities

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