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Job Category:

University Staff

Employment Type:

Regular

Job Profile:

Medical Office Assistant

Job Summary:

Shape the future of imaging while supporting patients and research at UW–Madison! The University of Wisconsin–Madison, Department of Radiology, a nationally recognized leader in imaging research, education, and patient care, is seeking a Medical Office Assistant to join our collaborative team at the Wisconsin Institutes for Medical Research (WIMR).

As part of our diverse unit of physicians, researchers, technologists, and administrative staff, you will provide essential front-line support for patients, staff, and research participants in our PET, MRI, US, and CT programs. Responsibilities include greeting patients, scheduling appointments, coordinating tests, maintaining calendars, and ensuring smooth communication across clinical and research operations.

What sets us apart is our unique environment where administrative staff play a direct role in supporting cutting-edge research and advanced clinical care. We value new perspectives, strong organizational skills, and service-oriented working styles that help us continually improve patient care and operational efficiency.

Located in Madison—consistently ranked among the best places to live—the Department of Radiology offers a dynamic workplace within a vibrant community, with opportunities for professional growth and continuing education. Join us and make a meaningful impact in advancing medical research and patient care.

ADDITIONAL JOB DETAILS:

• Multiple positions are available.

• This position is full or part-time, 80%-100%.

• Work hours for this position are between 6:45 a.m. and 5:00 p.m. and are subject to change based on the needs of the department.

• This position requires work to be completed onsite, at a designated campus work location.

• 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.

• Successful candidates will possess the following Knowledge, Skills, and Abilities; strong organizational and prioritization skills with great attention to detail and accuracy; service-oriented mindset with a focus on patient-centered care; strong communication skills and ability to work collaboratively with patients and healthcare teams; ability to multitask effectively in a fast-paced healthcare setting.

Key Job Responsibilities:

• Greets patients, schedules appointments, maintains calendars, schedules tests, and makes referrals according to instructions

• Provides day-to-day operational support to medical work unit personnel

• Receives, submits, and responds to inquiries according to established policies and procedures

• Prepares documents for patient admissions and appointments

• Serves as front desk staff within a healthcare facility or clinic

Department:

School of Medicine and Public Health, Department of Radiology, Medical Imaging Research

Join UW Radiology and UW Health—A Legacy of Innovation 

The University of Wisconsin, Department of Radiology, in partnership with UW Health, has been at the forefront of clinical care, imaging research, and education for nearly a century. Since its inception on May 18, 1927—when Dr. Ernst Pohle was appointed as the first professor of Radiology—the department has grown to more than 160 faculty members across 14 specialized sections, serving as a key pillar of UW Health’s world-class medical enterprise. 

What Sets Us Apart 

• Collaborative Excellence: Strong partnerships with UW Health, Medical Physics, and leading equipment vendors drive continuous advancements in imaging. 

• Cutting-Edge Technology: We utilize state-of-the-art imaging in CT, MR, PET/CT, PET/MR, angiography, ultrasound, PACS, and AI-driven medical imaging. 

• Robust Research Infrastructure: Dedicated support for grant writing, media specialists, research nurses, technologists, and data managers enhance investigative success. 

• Premier Imaging Facilities: The WIMR Imaging Sciences Center offers 60,000 square feet of advanced imaging space, including MRI, PET/MRI, PET/CT, CT, ultrasound, angiography, cyclotron, radiopharmaceutical production and comprehensive small animal imaging technologies. 

Together, UW Radiology and UW Health are committed to advancing human health through groundbreaking clinical care, pioneering research, and excellence in education. We foster a respectful, adaptive, and accountable environment—one that prioritizes innovation while serving the needs of all patients, including underserved populations. 

Visit our official website to learn more about our work and opportunities. 

Compensation:

The starting salary for the position is $21.00 per hour; 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. For more information, refer to the campus benefits webpage and the SMPH University Staff Benefits Flyer.

Required Qualifications:

• Proficient in Microsoft Office (Word, Excel) with excellent typing skills.

• Experience with patient scheduling.

• Experience with EPIC or other EMR systems.

• Basic knowledge of medical terminology and HIPPA requirements.

Preferred Qualifications:

·       At least 3 years’ experience with patient scheduling.

·       At least 1-year professional experience within a healthcare setting.

Education:

High School Diploma required.

How to Apply:

For the best experience completing your application, we recommend using Chrome or Firefox as your web browser.

To apply for this position, select either “I am a current employee” or “I am not a current employee” under Apply Now. You will then be prompted to upload your application materials.

Important: The application has only one attachment field. Upload all required documents in that field, either as a single combined file or as multiple files in the same upload area.

Upload required documents:
 • Cover letter
 • Resume

Your cover letter should address how your training and experience align with the required and preferred qualifications listed above. Application reviewers will rely on these written materials to determine which applicants move forward in the process. References will be requested from final candidates. All applicants will be notified once the search concludes, and a candidate is selected.

University sponsorship is not available for this position, including transfers of sponsorship and TN visas. 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. If you are selected for this position, you must provide proof of work authorization and eligibility to work. 

The department will not be able to support a request for a J-1 waiver. If you chose to pursue a waiver and apply for our position, neither the UW nor UWMF will reimburse you for your legal or waiver fees.

Contact Information:

Amanda Joncas, ajoncas@wisc.edu

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

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.

The University of Wisconsin-Madison is an Equal Opportunity Employer. 

Qualified applicants will receive consideration for employment without regard to, including but not limited to, race, color, religion, sex, sexual orientation, 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 by acknowledging skills and expertise from all backgrounds and encourage all qualified individuals to apply. For more information regarding applicant and employee rights and to view federal and state required postings, visit the Human Resources Workplace Poster website.

To request a disability or pregnancy-related accommodation for any step in the hiring process (e.g., application, interview, pre-employment testing, etc.), please contact the Divisional Disability Representative (DDR) in the division you are applying to. Please make your request as soon as possible to help the university respond most effectively to you.

Employment may require a criminal background check. It may also require your references to answer questions regarding misconduct, including 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.