Administrative Assistant - Dept of Otolaryngology

Performs administrative duties to support providers, staff, services, and unit programs in the Department of Otolaryngology–Head and Neck Surgery. This role serves as the primary contact and customer service representative, tracks and prioritizes multiple ongoing clinical, research, or academic projects, and requires HIPAA and Personal Protective Equipment (PPE) knowledge or training. Some work may be performed remotely, but this position may require in-person work at a designated campus location.

Schedule

Monday through Friday, 8:00 a.m. – 4:30 p.m.

Responsibilities

• Serves as a primary point of contact for individuals and groups, providing organizational information via phone, in person, and through other communication mediums.
• Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations.
• Coordinates communications and marketing efforts, including maintaining the department website and intranet, and developing internal and external communications such as newsletters for donors, alumni, and prospective learners/trainees.
• Develops, implements, and maintains methods and organizational systems for electronic and physical records according to established policies and procedures.
• Prepares, audits, and distributes complex records, edits documents, and reviews work done by others.
• Provides department-specific administrative support, including faculty scheduling, insurance peer-to-peer review scheduling, travel and CME logistics, and credentialing support for clinical faculty.

Requirements

• Demonstrated experience providing administrative support in an office, healthcare, or academic setting.
• Strong organizational skills with the ability to manage multiple priorities, deadlines, and competing demands.
• Excellent written and verbal communication skills.
• Proficiency with standard office software (e.g., Microsoft Office Suite, email/calendar platforms).
• Experience coordinating complex scheduling (e.g., meetings, travel, or calendar management).
• Ability to maintain confidentiality and exercise discretion when handling sensitive information.
• H.S. Diploma required; Associate's degree or coursework in business administration, healthcare administration, or related field preferred.

Preferred Qualifications

• Prior administrative experience in a healthcare, academic medical center, or clinical department setting.
• Experience with Epic or other electronic health record (EHR) systems.
• Experience with Workday or similar HR/administrative systems.
• Familiarity with medical/surgical scheduling, insurance authorization processes, or credentialing procedures.
• Experience supporting faculty, physicians, or other clinical/academic staff.

Pay

The starting hourly wage for the position is $23.00 per hour, negotiable based on experience and qualifications.

Benefits

• Generous vacation, holidays, and sick leave.
• Competitive insurance and savings account options.
• Retirement benefits.

For more information, refer to the campus benefits webpage.

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 thereafter.