Clinical Administrative Assistant

Job Summary:

The Clinical Administrative Assistant supports the Department of Family Medicine and Community Health's Director of Strategic Initiatives and other faculty members by coordinating their complex daily activities allowing them to complete the successful performance of their clinical and administrative duties. This role requires excellent administrative, organizational, and oral and written communication skills. An innovative, collaborative, detailed-oriented, and strategic individual would be an excellent addition to our team.

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.

• 45% Performs administrative tasks including telephone customer service, word processing, transcribing, filing, and calendaring
• 15% Acts as the primary liaison for providers or programs and refers stakeholders to providers, agencies, patients, and staff
• 15% 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
• 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
• 5% 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

Education:

Preferred
H.S. Diploma

Qualifications:

Required:
- Computer experience with Microsoft Outlook, Excel, Word and PowerPoint.
- Exceptional interpersonal, oral, and written communication skills.
- Experience in an administrative setting providing administrative support and/or customer service.
- Ability to provide a high level of attention to detail.
- Excellent organizational skills with ability to prioritize work.

Preferred:
- Experience with a medical scheduling system and/or software, such as QGenda or related system.
- Ability to exhibit independent problem solving.
- Preference will be given to experience within a clinical administrative setting and/or university setting.

Work Schedule:

Business hours are Monday through Friday from 8:00am to 4:30pm.

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.

This position is expected to work onsite Monday through Thursday at the Department of Family Medicine and Community Health's administrative building at 610 N. Whitney Way, Suite 200, Madison, WI 53705. Work may be performed remotely on Friday. The schedule will be determined upon hire.

Appointment Type, Duration:

Ongoing/Renewable

Salary:

Minimum $20.00 HOURLY
Depending on Qualifications
The starting hourly wage is $20.00 but is negotiable based on experience and 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: https://hr.wisc.edu/benefits/ 

SMPH University Staff Benefits flyer:
https://uwmadison.box.com/s/656no0fcpy2tjg86s4v0chtxx25s3vsm 

Additional Information:

The University of Wisconsin Department of Family Medicine and Community Health (DFMCH) is a large, tier-one clinical department in the UW School of Medicine and Public Health that offers outstanding educational and research programs. UW DFMCH has 204 faculty, 211 adjunct faculty, and 170 staff located throughout the state transforming health care for all. There are over 160 residents in our sponsored and academic partner programs, with the Madison residency program ranking ninth in the nation for 2023. More than 400 medical students train in the department each year. In fiscal year 2023, our physicians and residents practicing at 17 clinics throughout the state managed over 403,900 patient visits - an integral part of the department's success that demonstrates its commitment to patient care. Research funding from the NIH and other state, federal and private sources exceeded $6.7 million in fiscal year 2023 and supported major research projects in pain management, opioid prescription guidelines, mobile health for alcohol use disorder treatment, management of sinusitis, and infectious disease surveillance. Learn more about our department's work by visiting https://www.fammed.wisc.edu/ and DFMCH Diversity, Equity and Inclusion: https://www.fammed.wisc.edu/diversity/ 

University sponsorship is not available for this position, including transfers of sponsorship. The selected applicant will be responsible for ensuring their continuous eligibility to work in the United States (i.e. a citizen or national of the United States, a lawful permanent resident, a foreign national authorized to work in the United States without the need of an employer sponsorship) on or before the effective date of appointment. This position is an ongoing position that will require continuous work eligibility. UW-Madison is not an E-Verify employer, and therefore, is not eligible to employ F1 STEM OPT Extension participants. If you are selected for this position you must provide proof of work authorization and eligibility to work.

How to Apply:

To apply for this position, please click on the "Apply Now" button. You will be asked to upload a current resume/CV and a cover letter briefly describing your qualifications and experience.

Contact:

Paige Steinert
paige.steinert@fammed.wisc.edu
608-890-1740
Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.

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Official Title:

Medical Program Assistant(HS009)

Department(s):

A53-MEDICAL SCHOOL/FAMILY MED/FAMILY MED

Employment Class:

University Staff-Ongoing

Job Number:

301634-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. For more information regarding applicant and employee rights and to view federal and state required postings, click here

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 may require a criminal background check. It may 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.