Pediatrics Division Administrative Assistant

Pediatrics Division Administrative Assistant

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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.

• 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 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.

• Proficiency in Microsoft Office Suite or other relevant software applications.

• 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.

• H.S. Diploma preferred.

• The starting hourly wage for the position is $23.00 per hour; but is negotiable based on experience and qualifications.
• Employees in this position can expect to receive benefits such as generous vacation, holidays, and sick leave; competitive insurances and savings accounts; retirement benefits. For more information, refer to the campus benefits webpage.

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To apply for this position, select either “I am a current employee” or “I am not a current employee” under Apply Now
. You will then be prompted to upload your application materials. The application has only one attachment field; upload all required documents in that field, either as a single combined file or as multiple files in the same upload area.

Upload required documents:

• Cover letter
• Resume

Your cover letter should address how your training and experience align with the required and preferred qualifications listed above. Application reviewers will rely on these written materials to determine which applicants move forward in the process. References will be requested from final candidates. All applicants will be notified once the search concludes and a candidate is selected.

University sponsorship is not available for this position.

Ashley Rupnow, mailto:ashley.rupnowc.edu,

Diversity is a source of strength, creativity, and innovation for UW-Madison. We value the contributions of each person and respect the profound ways their identity, culture, background, experience, status, abilities, and opinion enrich the university community. We commit ourselves to the pursuit of excellence in teaching, research,…