Pediatrics Division Administrative Assistant

Universities of Wisconsin•Madison, WI

1d•Hybrid

About The Position

The Department of Pediatrics is seeking a Medical Program Assistant to provide direct support to divisional faculty and staff. This position will be responsible for the coordination of complex daily clinical, academic, and administrative activities, as well as the coordination and organization of the faculty's communications, meeting planning, and both domestic and international travel. 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. Candidates who demonstrate the following knowledge, skills, and abilities will be given first consideration. Excellent organizational and time-management skills with a keen attention to detail. Ability to plan and carry out work without direct supervision. Strong communication and interpersonal skills, capable of interacting with individuals at all levels of the organization. Ability to prioritize tasks, multitask effectively, and adapt to changing priorities in a fast-paced environment.

Requirements

Experience providing administrative support in an office setting.
High School diploma required

Nice To Haves

Work experience with calendar management
Work experience providing office or administrative support in academic medicine/hospital setting
Training in and knowledge of HIPAA regulations
Microsoft Office experience
Coursework or training in project and/or organizational management may be considered in lieu of direct work experience.

Responsibilities

Identifies opportunities for program improvements and makes recommendations to the appropriate entities
Performs administrative tasks including telephone customer service, word processing, transcribing, filing, and calendaring
Coordinates with senior management to define program goals and fiscal objectives
Schedules logistics and secures or distributes resources for program meetings, department events, conferences, and travel
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