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Medical Program Assistant

University of Wisconsin-Madison
Madison, Wisconsin, United States
Salary Not Specified
Date posted
Mar 4, 2024

Minimum $17.50 HOURLY
Depending on 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. Benefits information can be found at ( ). SMPH University Staff Benefits flyer: ( ).

Job Summary:

The Department of Neurology at the University of Wisconsin provides state-of-the-art care for people afflicted with diseases of the nervous system, conducts research in basic and clinical neuroscience, and offers medical students, residents and fellows intensive training in the diagnosis and treatment of neurological disorders.

This position provides administrative and program support to faculty, staff, and department leadership. The candidate will assist faculty and staff in the administration of clinical service, research, and education in an academic medical setting. This position will assist with administrative duties, which could include scheduling, inpatient on-call schedules, medical legal services, maintain CVs, credentialing and licensure, travel arrangements, reimbursements, and coordination of RSS programs.

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.

Professional communications, workplace sensitivity and workplace diplomacy are essential. The incumbent will demonstrate exceptional customer service by establishing and maintaining effective professional relationships with all individuals inside and outside the organization.

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
  • 20% Assists in coordinating the complex daily activities of providers or program(s) by entering information into databases, maintaining files and materials, and preparing reports
  • 15% Serves as the primary contact and subject matter expert for specified program policies and procedures
  • 5% Coordinates with senior management to define program goals and fiscal objectives
  • 5% Identifies opportunities for program improvements and makes recommendations to the appropriate entities
  • 15% Schedules logistics and secures or distributes resources for program meetings, department events, conferences, and travel
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


H.S. Diploma


- Proficient in Microsoft Office (Outlook, Word, Excel and PowerPoint), Google Suite
- Strong computer and typing skills
- Ability to work cooperatively to coordinate multiple projects and demonstrate independent decision-making
- Outstanding organizational skills
- Excellent interpersonal, human relations, verbal and written communication skills. Courteous, responsive, and service oriented
- Respect confidentiality and demonstrate independent decision-making
- At least two years of customer service experience

- Prior administrative support experience in an office setting, healthcare, college or university including scheduling and calendar management
- Knowledge of and experience with UW Health and School of Medicine and Public Health policies and procedures
- Knowledge of HIPAA requirements
- Ability to maintain confidentiality and use discretion

Work Schedule:

8:00-4:30 Monday-Friday

Work Type:

Full Time: 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:


Additional Information:

The selected applicant will be responsible for ensuring their continuous eligibility for employment in the United States on or before the effective date of the appointment. University sponsorship is not available for this position. UW-Madison is not an E-Verify employer, and therefore, is not eligible to employ F1-OPT STEM Extension participants.

This position has been identified as a position of trust with access to vulnerable populations. The selected candidate will be required to pass an initial caregiver check to be eligible for employment under the Wisconsin Caregiver Law and every four years.

This position will be eligible for MFCB onsite/remote work hybrid after an initial 100% onsite training period.

How to Apply:

To apply for this position, please click on the "" button. You will be asked to upload a current resume/CV and a cover letter briefly describing your qualifications and experience, and a document listing contact information for three (3) references, including your current/most recent supervisor. References will not be contacted without prior notice.


Caitlin Staley
Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.

Official Title:

Medical Program Assistant(HS009)



Employment Class:

University Staff-Ongoing

Job Number:


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:

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 .

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