Medical Program Assistant (MPA)

University of Wisconsin Madison•Madison, WI

1d•Hybrid

About The Position

The BerbeeWalsh Department of Emergency Medicine at the University of Wisconsin School of Medicine and Public Health is seeking a collaborative and detail-oriented Medical Program Assistant to support the department's Education Division. This position plays an integral role in advancing the department's educational mission by providing high-level administrative support to education faculty and leadership while helping ensure the successful coordination of educational programs and initiatives within a dynamic academic medical environment. The Medical Program Assistant serves as a central resource for education faculty, departmental partners, and external collaborators, providing comprehensive administrative and operational support across a wide range of educational activities. This role coordinates communications, schedules meetings and events, manages calendars and documentation, tracks projects and priorities, assists with faculty and learner-related processes, and supports the planning and execution of educational initiatives. Working closely with Education Division leadership, the position helps ensure efficient operations, effective collaboration, and the seamless delivery of programs that support physician education. This role is ideal for someone who thrives in a fast-paced environment, enjoys managing multiple priorities, and takes pride in providing exceptional service and organizational support. The Medical Program Assistant contributes directly to the success of the department's educational mission by helping faculty and leadership focus on educating the next generation of physicians while fostering a collaborative and efficient work environment. 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 one year of administrative experience in an academic, medical, research or office setting
Proficiency with software programs including Excel, Word, Outlook, Advise Adobe products
Experience using virtual conferencing tools (WebEx, Zoom, Microsoft Teams, etc.)
Excellent interpersonal communication and writing skills
High level ability to remain focused, attend to detail, meet deadlines, and perform efficiently and effectively under pressure, as well as the ability to independently determine priorities

Nice To Haves

Demonstrated ability to manage complex calendars, coordinate meetings, and prioritize competing requests for multiple stakeholders
Experience coordinating travel arrangements, conference registrations, purchasing, expense reimbursements, and other fiscal or administrative processes
Experience preparing correspondence, meeting materials, reports, and other professional documents
Experience developing or improving workflows using automation tools (e.g., Power Automate, reporting dashboards, data tracking systems)

Responsibilities

Assist leadership, faculty, and providers with processing expenses (pre-approval, submission, and reconciliation) through correct channels and ensure appropriate account balances.
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
Coordinates with senior management to define program goals and fiscal objectives
Acts as the primary liaison for providers or programs and refers stakeholders to providers, agencies, patients, and staff
Identifies opportunities for program improvements and makes recommendations to the appropriate entities
Schedules logistics and secures or distributes resources for program meetings, department events, conferences, and travel
Provide back-up administrative support during absences of other department administrative assistants and provide training and guidance as needed
Performs administrative tasks including telephone customer service, word processing, transcribing, filing, and calendaring