Pediatrics Division Administrative Assistant
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. The Department of Pediatrics at the University of Wisconsin School of Medicine and Public Health is a vibrant academic department comprising more than 230 faculty members in 16 subspecialty divisions. The department promotes and enhances the health of children through outstanding clinical care, exemplary education of pediatric trainees, performance of cutting-edge research, and vigorous advocacy. Our faculty and research staff enjoy a robust infrastructure of services as well as the opportunity to contribute to our world-class research portfolio — since 2015 the department has ranked among the Top 20 pediatrics departments receiving NIH funding, according to Blue Ridge Institute for Medical Research. To provide remarkable health care for everyone in our community, we are committed to fostering a diverse, equitable, and inclusive environment in all aspects of our work. To learn more about the department's work and accomplishments, please visit: https://www.pediatrics.wisc.edu/.
Requirements
- Proficiency in Microsoft Office Suite or other relevant software applications.
Nice To Haves
- Experience providing administrative support in an office setting is strongly preferred.
- Coursework or training in project and/or organizational management may be considered in lieu of direct work experience.
- Experience in a medical setting, preferably with scheduling or administrative duties.
- Training in and knowledge of HIPAA regulations.
- Experience providing office or administrative support in the UW or UW Health System.
Responsibilities
- Serves as the primary contact and subject matter expert for specified program policies and procedures
- Performs administrative tasks including telephone customer service, word processing, transcribing, filing, and calendaring
- 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
- Assists in coordinating the complex daily activities of providers or program(s) by entering information into databases, maintaining files and materials, and preparing reports
- 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
Benefits
- Employees in this position can expect to receive benefits such as generous vacation, holidays, and sick leave; competitive insurances and savings accounts; retirement benefits.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
Number of Employees
5,001-10,000 employees
