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University of Wisconsin–Madison

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University of Wisconsin–Madison

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MEDICAL PROGRAM ASSISTANT

Apply now(opens in a new window) Job no: 255078-US
Work type: Partial Remote, Staff Full or Part Time, Staff-Full Time, Staff-Part Time
Department:SMPH/RADIOLOGY/RADIOLOGY
Location: Madison
Categories: Health Services Administration

Job Summary:

The Department of Radiology, University of Wisconsin - Madison, School of Medicine & Public Health is seeking a Medical Program Assistant to provide direct support to faculty. We would like to invite the most qualified candidates to be part of a great group of professional administrative assistants supporting a fast-paced, dynamic group!

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 travel.

The successful applicant will be able to work collaboratively to provide support to faculty in areas of clinical, research and teaching.

SMPH is committed to being a diverse, equitable, inclusive and anti-racist workplace and is an Equal Employment Opportunity, Affirmative Action employer. Applications from Black, Indigenous and People of Color (BIPOC) individuals, LGBTQ+ and non-binary identities, women, persons with disabilities, military service members and veterans are strongly encouraged.

Responsibilities: Performs administrative duties to support providers, staff, services, and unit programs. May serve as the primary contact or customer service representative and subject matter expert. Tracks, prioritizes, organizes, and completes multiple ongoing clinical, research or academic projects. Requires Health Insurance Portability and Accountability Act (HIPAA) and Personal Protective Equipment (PPE) knowledge or training.
  • 25% Performs administrative tasks including telephone customer service, word processing, transcribing, filing, and calendaring
  • 10% Acts as the primary liaison for providers or programs and refers stakeholders to providers, agencies, patients, and staff
  • 25% Assists in coordinating the complex daily activities of providers or program(s) by entering information into databases, maintaining files and materials, and preparing reports
  • 10% Serves as the primary contact and subject matter expert for specified program policies and procedures
  • 10% Coordinates with senior management to define program goals and fiscal objectives
  • 20% Schedules logistics and secures or distributes resources for program meetings, department events, conferences, and travel
Tasks:
  • Perform Administrative Requests
  • Maintain Faculty Calendar
  • Schedule Virtual/In-Person Meetings, and Take Notes as Needed
  • Inform/Approve Faculty Timesheets
  • Update Faculty CV
  • Maintain Faculty Publications Profile
  • Coordinate Faculty Reimbursements
  • Create Faculty Clinical Schedule Including Assigned Meetings
  • Update Call Schedule in Paging
Institutional Statement on Diversity:

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, outreach, and diversity as inextricably linked goals.

The University of Wisconsin-Madison fulfills its public mission by creating a welcoming and inclusive community for people from every background - people who as students, faculty, and staff serve Wisconsin and the world.

For more information on diversity and inclusion on campus, please visit: Diversity and Inclusion

Education:

Preferred
H.S. Diploma

Qualifications:

Experience Required:
At least two years of experience in:
-Providing administrative support including scheduling and calendar management
-Professional level use of Microsoft Office (Outlook, Word, Excel and PowerPoint)

Knowledge/Skills Required:
-Excellent interpersonal, human relations, verbal and written communication skills. Courteous, responsive and service oriented.
-Ability to work cooperatively to coordinate multiple projects and demonstrate independent decision-making.
-Ability to maintain confidentiality of protected health information
-Outstanding organizational skills.

Knowledge/Skills Preferred:
-Knowledge of and experience with UW Health and School of Medicine and Public Health policies and procedures.
-Knowledge of HIPPA requirements, ability to maintain confidentiality and use discretion.
-Intermediate transcription skills.

COVID-19 Considerations:

UW-Madison continues to follow necessary health and safety protocols to protect our campus from COVID-19. All employees remain subject to the COVID-19 Workplace Safety Policy: https://policy.wisc.edu/library/UW-5086. Please visit https://covidresponse.wisc.edu for the most up-to-date information.

Work Schedule:

Hours are flexible - Monday through Friday, 8:00 - 4:30.

Work Type:

Full or Part Time: 75% - 100%

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.

Appointment Type, Duration:

Ongoing/Renewable

Salary:

Minimum $16.20 HOURLY
Depending on Qualifications
Hourly wage is negotiable and will be based off of skills and experience. In addition, employees in this position can expect to receive benefits such as generous vacation, holidays, and paid time off; competitive insurances and savings accounts; retirement benefits.

Additional Information:

The successful applicant will be responsible for ensuring eligibility for employment in the United States on or before the effective date of the appointment. University sponsorship is not available for this position.

The selected candidate will be required to pass an initial criminal and/or caregiver background check.

How to Apply:

To apply for this position, please click on the "Apply Now" button. You will be asked to upload a resume and cover letter as a part of the application process. Please ensure that the resume and cover letter address how you meet the minimum/preferred qualifications for the position.

Contact:

Heather Heimbecker
hheimbecker@uwhealth.org
608-263-9159
Relay Access (WTRS): 7-1-1 (out-of-state: TTY: 800.947.3529, STS: 800.833.7637) and above Phone number (See RELAY_SERVICE for further information. )



Official Title:

Medical Program Assistant(HS009)

Department(s):

A539300-MEDICAL SCHOOL/RADIOLOGY/RADIOLOGY

Employment Class:

University Staff-Ongoing

Job Number:

255078-CP

  The University of Wisconsin is an Equal Opportunity and Affirmative Action Employer. We promote excellence through diversity and encourage all qualified individuals to apply.

If you need to request an accommodation because of a disability, you can find information about how to make a request at the following website: https://employeedisabilities.wisc.edu/disability-accommodation-information-for-applicants/

Employment will require a criminal background check. It will also require you and your references to answer questions regarding sexual violence and sexual harassment.

The University of Wisconsin System will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful candidate will be released. See Wis. Stat. sec. 19.36(7).

The Annual Security and Fire Safety Report contains current campus safety and disciplinary policies, crime statistics for the previous 3 calendar years, and on-campus student housing fire safety policies and fire statistics for the previous 3 calendar years. UW-Madison will provide a paper copy upon request; please contact the University of Wisconsin Police Department.

Applications Open: Central Daylight Time
Applications Close: Central Daylight Time

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