Medical Program Assistant

Salary:

Minimum $20.00 HOURLY
Depending on Qualifications

Job Summary:

This position provides administrative support to the Division of Hematology, Oncology and Palliative Care (HOPC), Department of Medicine (DOM), University of Wisconsin School of Medicine & Public Health (UW SMPH). The position will serve as the primary person for coordinating and processing reimbursements within the Division. The position will also serve as the primary administrative contact person for assigned faculty and APPs and support these individuals in the successful completion of their varied academic, clinical and research responsibilities. This position is also a back-up for other HOPC administrative staff when needed. This detail-oriented position requires excellent administrative, organizational, and communication skills as well as strong computer proficiency. This position requires significant professionalism, organization, confidentiality, independence, initiative, judgment and problem solving skills. The successful candidate will have the ability to manage competing priorities as well as the ability to work independently in dealing with the complexities of working with operations at SMPH, UW Health, VA and UPH-Meriter.

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.

• 20% Performs administrative tasks including telephone customer service, word processing, transcribing, filing, and calendaring
• 20% Acts as the primary liaison for providers or programs and refers stakeholders to providers, agencies, patients, and staff
• 10% 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
• 10% Identifies opportunities for program improvements and makes recommendations to the appropriate entities
• 10% Schedules logistics and secures or distributes resources for program meetings, department events, conferences, and travel
• 10% Prepares expense reports

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:

Required
H.S. Diploma

Preferred
Associate's Degree

Qualifications:

Required:
- Excellent command of spoken and written English, grammar, spelling, and punctuation.
- Professional level and highly efficient use of Microsoft Office

Preferred:
- At least 1 year of previous administrative support experience

This position requires excellent administrative, organizational and interpersonal skills as well as considerable independence in planning, composing, implementation, and delegation, as well as a thorough knowledge of relevant policies and procedures.

Work Schedule:

Monday-Friday, daytime hours, to meet the needs of the division. Hybrid schedule of onsite and remote telecommuting work will be required.

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

Additional Information:

Hire will be subject to criminal background check requirements.

A period of evaluation will be required.

This position has been identified as a position that will be located in or regularly access UW Health locations. This position will need to adhere to UW Health policies and affiliated requirements. UW Health requires that anyone (all staff, faculty students, volunteers, and other affiliated individuals) working in or regularly accessing UW Health locations receive the COVID-19 primary vaccination series and first booster. This position will be required to adhere to that policy and if not in full compliance to have a plan for achieving full compliance within 40 days of the first day of employment. Additionally, you may be required to adhere to other vaccination requirements. Medical or religious accommodations will be considered.

How to Apply:

To apply for this position, please click on the "" 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. You will also be asked to provide three professional/supervisor references during the application process. References will not be contacted without prior notice.

Contact:

Charles Amble
caamble@medicine.wisc.edu
608-262-5609
Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.

Official Title:

Medical Program Assistant(HS009)

Department(s):

A53-MEDICAL SCHOOL/MEDICINE/HEM-ONC

Employment Class:

University Staff-Ongoing

Job Number:

276771-CP

The University of Wisconsin-Madison is an Equal Opportunity and Affirmative Action Employer. Qualified applicants will receive consideration for employment without regard to, including but not limited to, race, color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, disability, or status as a protected veteran and other bases as defined by federal regulations and UW System policies. 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 .