Medical Prog Assistant - APCC

Universities of Wisconsin•Madison, WI

5d•Hybrid

About The Position

This position provides complex administrative support to the Division of Allergy, Pulmonary, and Critical Care (APCC) within the Department of Medicine, through daily interaction with high-level faculty and staff. The incumbent will interface regularly with the APCC leadership team, faculty, and staff. They will coordinate and perform a wide range of duties to provide administrative and clinical support to the faculty, division, and department. This position will act as the primary liaison for providers or programs and refers stakeholders to providers, agencies, and staff. The incumbent will initiate, implement, and review the administrative, fiscal, and clerical procedures and activities required for purchasing requests, processing travel and expense reimbursement requests made by Division faculty and staff using Division funds. Responsibilities will include continuous tracking, prioritizing, organizing, and communicating in support of multiple initiatives at various stages of progress. The position requires outstanding administrative, organizational, interpersonal, and computer skills, as well as the ability to work independently and proactively. As this position must interface with both internal and external partners, a high level of professionalism is expected. 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.

Requirements

At least 2 years’ experience in an administrative role.
High School diploma preferred

Nice To Haves

3+ years’ experience providing administrative support to professional or executive level employees, preferably in an academic, medical, or legal environment.
Previous experience with scheduling or database software.
Competency using Microsoft Office Suite and conferencing software such as Zoom, WebEx and Teams
Experience providing administrative support to professional or executive level employees.
Experience with financial processes and systems including expense reimbursements and purchasing cards.

Responsibilities

Performs administrative tasks including telephone customer service, word processing, transcribing, filing, and calendaring
Coordinates with senior management and service line leaders to monitor timely submission of fiscal and regulatory paperwork.
Assists the administrative manager, providers, and staff in completing and collecting these requirements.
Provides historic data to Division Administration in cases of non-compliance or underperformance to standards to assist in administration follow up.
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
Coordinates the completion and record keeping of ongoing regulatory, credentialing, training, promotional, and institutional requirements of the providers and staff assigned to them.
Serves as the primary contact and subject matter expert for specified program policies and procedures
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