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Job Category:
Academic Staff
Employment Type:
Terminal (Fixed Term)
Job Profile:
Administrative Specialist
Job Summary:
The Operating and Reporting Specialist serves as the central hub for clinical coordination within the Divisions of Rheumatology and Nephrology. This critical administrative role is responsible for the expert management of QGenda, ensuring that physician and Advanced Practice Provider (APP) on-call schedules, paging integrations, and clinic templates are accurate, compliant, and seamlessly integrated. By providing sophisticated data analysis, this role ensures provider equity and operational continuity across inpatient, outpatient, and consult
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
Terminal, 24 month appointment
This position has the possibility to be extended or converted to an ongoing appointment based on need and/or funding.
Candidates who demonstrate the following knowledge, skills, and abilities will be given first consideration: 1) Strong organizational and time‑management skills with the ability to prioritize multiple tasks and meet deadlines; 2) Demonstrated ability to manage complex or high‑visibility projects with minimal supervision; 3) Ability to work independently, exercise sound judgment, and maintain confidentiality; and 4) Commitment to process improvement and operational efficiency.
Key Job Responsibilities:
- Assists, recommends, and advises staff on unit or program administrative issues, personnel matters, and budgetary problems
- Serves on committees and attends meetings, representing the interests of the unit or program
- Implements and executes established policies and procedures for a designated work unit to adhere to unit objectives and to align with established strategies
- Schedules logistics and secures resources for a designated work unit to contribute to the day-to-day operational success
- Analyzes data and trends, compiles progress reports, and provides appropriate recommendations or conclusions in support of the assigned operational work unit(s)
Department:
School of Medicine and Public Health, Department of Medicine, Division of Rheumatology, Operational Area of Rheumatology Administration
Fueled by innovation yet grounded in kindness, the Department of Medicine empowers leaders to transform medicine and improve lives everywhere. We are committed to professional fulfillment and health equity. We strive to ensure that everyone in our department understands the importance of social impact and belonging—and is empowered to champion it in all they do. Join us and be a part of supporting our nationally recognized faculty, innovative medical education programs and exceptional clinical care as we work towards our vision of healthy people and healthy communities!
This position will be 50% in Rheumatology and 50% in Nephrology with aligning job responsibilities.
In the Division of Rheumatology, we help people with autoimmune, rheumatic and musculoskeletal disorders have the best possible quality of life. We lead innovative research, learner-centered education, and excellent patient care—in partnership with our world-class university and remarkable health system. Together, we strive for excellence and equity to advance a thriving community for all. Through care and scholarship, we make an impact in Wisconsin and beyond.
With a distinguished team of 19 exceptional faculty members, 16 advanced practice providers, 6 staff members and 10 fellows, the Division of Nephrology at the University of Wisconsin-Madison is renowned for delivering high-value patient care, driving innovative research, and developing future leaders in medicine.
We offer comprehensive education, research, and clinical programs in partnership with our world-class university, our remarkable health system—which boasts the highest-ranked hospital in the state for 13 years in a row—and an award-winning regional Veterans hospital.
Compensation:
The expected salary range for this position is $62,000 up to $72,000 for highly experienced candidates and actual pay within this range will depend 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.
Required Qualifications:
Professional level experience with Microsoft Suite (Excel, Word, Outlook, Teams)
Minimum of one year professional experience in medical administration or a related field
Preferred Qualifications:
Demonstrated experience providing administrative support in a complex, fast‑paced office environment.
Experience coordinating projects and/or managing project workflows.
Excellent written and verbal communication skills, including the ability to interact professionally with diverse stakeholders.
Education:
Bachelor’s Degree preferred
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 the following documents in that field, either as a single combined file or as multiple files in the same upload area. Failure to submit the required documents will result in no longer being considered for the position.
• Cover letter (required)
• Resume (required)
Your cover letter should address how your training and experience aligns 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 currently scheduled to be a 2-year appointment and will require eligibility to work for the duration of the appointment. If you are selected for this position you must provide proof of work authorization and
Contact Information:
Kim Cowan, MPA, kgcowan@medicine.wisc.edu, 608-262-6019
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.