Medical Program Assistant

Universities of Wisconsin•Madison, WI

1d•Hybrid

About The Position

The Department of Neurology at the University of Wisconsin provides state-of-the-art care for people afflicted with diseases of the nervous system, conducts research in basic and clinical neuroscience, and offers medical students, residents and fellows intensive training in the diagnosis and treatment of neurological disorders. The Medical Program Assistant plays a key role in supporting the department’s clinical, research, and educational missions. This position provides comprehensive administrative and program support to faculty, staff, and departmental leadership within a dynamic academic medical environment. The incumbent will coordinate a wide range of activities essential to clinical operations, academic programs, and faculty support. This position requires excellent administrative, organizational and interpersonal skills as well as considerable independence in planning, composing, implementation and delegation as well as a thorough knowledge of relevant policies and procedures. Professional communications, workplace sensitivity and workplace diplomacy are essential. The incumbent will demonstrate exceptional customer service by establishing and maintaining effective professional relationships with all individuals inside and outside the organization. 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

Proficient in Microsoft Office (Outlook, Word, Excel and PowerPoint), Google Suite and other computer-based administrative management systems
Ability to work cooperatively to coordinate multiple projects and demonstrate independent decision-making
Excellent professional interpersonal, human relations, verbal and written communication skills; courteous, responsive, and service oriented
At least two years of customer service experience
Outstanding organizational skills and attention to detail

Nice To Haves

Knowledge of and experience in a clinical setting, UW Health, UW-Systems, or School of Medicine and Public Health
At least two years of customer service experience in an office setting, healthcare setting, higher education or related field
Prior experience or knowledge of content management systems (WordPress), web development, graphics, content marketing and accessibility

Responsibilities

Identifies opportunities for program improvements and makes recommendations to the appropriate entities
Coordinates with senior management to define program goals and fiscal objectives
Assists in coordinating the complex daily activities of providers or program(s) by entering information into databases, maintaining files and materials, and preparing reports
Serves as the primary contact and subject matter expert for specified program policies and procedures
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
Assist with content creation, communications, illustrations, graphics, and other communications projects as needed
Schedules logistics and secures or distributes resources for program meetings, department events, conferences, and travel