Medical Program Assistant

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.

About the role

The Medical Program Assistant plays a key role in supporting the department’s clinical, research, and educational missions. This position provides comprehensive administrative and program support to faculty, staff, and departmental leadership within a dynamic academic medical environment. The incumbent will coordinate a wide range of activities essential to clinical operations, academic programs, and faculty support.

This position requires excellent administrative, organizational, and interpersonal skills as well as considerable independence in planning, composing, implementation, and delegation. 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.

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.

Responsibilities

• Identifies opportunities for program improvements and makes recommendations to the appropriate entities
• Coordinates with senior management to define program goals and fiscal objectives
• Assists in coordinating the complex daily activities of providers or program(s) by entering information into databases, maintaining files and materials, and preparing reports
• Serves as the primary contact and subject matter expert for specified program policies and procedures
• Acts as the primary liaison for providers or programs and refers stakeholders to providers, agencies, patients, and staff
• Performs administrative tasks including telephone customer service, word processing, transcribing, filing, and calendaring
• Assists with content creation, communications, illustrations, graphics, and other communications projects as needed
• Schedules logistics and secures or distributes resources for program meetings, department events, conferences, and travel

Requirements

• Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint), Google Suite, and other computer-based administrative management systems
• Ability to work cooperatively to coordinate multiple projects and demonstrate independent decision-making
• Excellent professional interpersonal, human relations, verbal, and written communication skills; courteous, responsive, and service oriented
• At least two years of customer service experience
• Outstanding organizational skills and attention to detail

Preferred Qualifications

• Knowledge of and experience in a clinical setting, UW Health, UW-Systems, or School of Medicine and Public Health
• At least two years of customer service experience in an office setting, healthcare setting, higher education, or related field
• Prior experience or knowledge of content management systems (WordPress), web development, graphics, content marketing, and accessibility

Education

High school diploma preferred.

Pay

The starting hourly wage for the position is $22.60 per hour, but is negotiable based on experience and qualifications.

Benefits

• Generous vacation, holidays, and sick leave
• Competitive insurance and savings accounts
• Retirement benefits

For more information, refer to the campus benefits webpage.

Schedule

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