Rural Health Program Assistant

Universities of Wisconsin•Madison, WI

2d•Hybrid

About The Position

The Wisconsin Office of Rural Health (WORH) is hiring two Administrative Assistants (Program Assistants) to meet state and federal program needs. Work hours will generally be Monday through Friday between 8:00 am and 4:30 pm Central Time. The exact work schedule is flexible and will be determined at the time of hire. These positions 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. Must provide a valid driver's license. Employees may use their own transportation or receive approval for University Car Fleet usage. Employment is conditional pending the results of a Pre-hire Driver Authorization Check. WORH has a strong working relationship with national, state, and local colleagues and a history of national leadership and innovation from our programs. These positions will provide critical support for the Outreach Program Managers to maintain these relationships and meet the training, consultation, and programming needs of our partners.

Requirements

Organization, time management, and prioritization skills to coordinate multiple projects simultaneously.
Ability to independently problem-solve logistical challenges when coordinating travel, meetings, and events.
Strong attention to detail to maintain documentation standards and ensure data integrity, particularly in cases of high volume and repetition.
Proficiency in using digital productivity tools (e.g. Microsoft Office, Google Workspace, CRM) to document and track project data and progress, including contact databases.
Ability to respond to inquiries promptly, professionally, and accurately as a first point of contact for statewide health programs through written and verbal communication methods.
Openness to training and feedback for process improvements.
Experience using digital productivity tools (e.g. Microsoft Office, Google Workspace, CRM) for communications, data tracking, and/or project management
Experience maintaining internal documentation systems to preserve institutional knowledge and/or support continuity of operations
Experience coordinating meetings, travel, events, communications, and/or other administrative support
Must provide a valid driver's license.
Employment is conditional pending the results of a Pre-hire Driver Authorization Check.

Nice To Haves

Ability to gather and synthesize program information to produce accurate, audience-appropriate materials for rural health partners in Wisconsin.
Knowledge of state/federal government health agencies and/or hospital/provider associations to direct communications and reports to program partners.
Knowledge of basic performance improvement principals to successfully track and interpret performance metrics.
Ability to quickly adjust administrative processes to meet evolving grant/program requirements; and effectively document changes to preserve institutional knowledge.
Relevant experience or training in healthcare or health outreach programs; relevant experience or training in rural health environments is strongly preferred

Responsibilities

Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
Serves as a first point of contact for individuals and groups, provides basic organizational information via phone, in person and through other communication mediums, and routes more complex inquiries to the appropriate entities
Collects, analyzes, and prepares various communication materials from established sources utilizing technology mediums
Tracks and gathers program performance and activity progress to ensure objectives, benchmarks, and deadlines are met
Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures under general supervision
Maintains established methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures