Administrative Assistant - Dept of Surgery

Universities of Wisconsin; Madison (WI); Híbrido; USD 27.000 - 39.000; Jornada completa

Descripción de la vacante

University of Wisconsin-Madison is seeking a Medical Program Assistant within the Department of Surgery to coordinate complex daily activities supporting teaching, research, clinical care, outreach, and service. The role requires exceptional organizational and communication skills and thrives in a collaborative administrative team.

The position may involve in-person work on campus and some remote/offsite tasks.

Formación

• Experience providing administrative support in a professional setting.
• At least two years of customer service experience.
• Strong verbal, written, and organizational skills.
• Proficient in Microsoft Office (Outlook, Word, Excel and PowerPoint), Google Suite and other computer-based administrative management systems.
• Outstanding organizational skills and attention to detail.

Responsabilidades

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

Conocimientos

Administrative support

Customer service

Communication

Organization

Attention to detail

Educación

High School Diploma

Herramientas

Microsoft Office

Google Suite

Descripción del empleo

Current Employees: If you are currently employed at any of the Universities of Wisconsin, log in to Workday to apply through the internal application process.

Job Category:

University Staff

Employment Type:

Regular

Job Profile:

Medical Program Assistant

Job Summary:

The Department of Surgery offers a unique opportunity for a Medical Program Assistant to support our faculty and staff. In this dynamic role, you will coordinate complex daily activities that enable our team to excel in teaching, research, clinical care, outreach, and service.

We are seeking someone with outstanding organizational and communication skills, both written and verbal, who thrives in a collaborative, service-oriented environment. If you are strategic, innovative, and ready to contribute to a high-performing administrative team, we would love to have you join our team!

The Department of Surgery is comprised of multiple divisions, each with a primary focus. By applying for this position, applicants may be considered for multiple Medical Program Assistant vacancies within the Department of Surgery at the School of Medicine and Public Health.

• 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.

• Work Schedule: Monday through Friday 8:00a.m.- 4:30p.m.

• 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.

Key Job Responsibilities:

• Acts as the primary liaison for providers or programs and refers stakeholders to providers, agencies, patients, and staff

• Schedules logistics and secures or distributes resources for program meetings, department events, conferences, and travel

• Coordinates with senior management to define program goals and fiscal objectives

• Serves as the primary contact and subject matter expert for specified program policies and procedures

• Identifies opportunities for program improvements and makes recommendations to the appropriate entities

• Assists in coordinating the complex daily activities of providers or program(s) by entering information into databases, maintaining files and materials, and preparing reports

• Performs administrative tasks including telephone customer service, word processing, transcribing, filing, and calendaring

Department:

School of Medicine and Public Health, Department of Surgery

The Wisconsin Department of Surgery is one of the leading surgical programs in the nation, excelling in patient care, surgical education, and surgical research. We are composed of more than 130 full-time faculty across 10 divisions and nearly 200 additional staff who support our mission. Our surgeons perform almost 20,000 operations per year for pediatric and adult patients. Training the next generation of surgeons and clinician-scientists is integral in our department, with more than 100 residents and fellows trained each year. The department is consistently among the top surgery programs with extramural research funding, ranking seventh nationally in NIH funding over the last 10 years.

Working in the Wisconsin Department of Surgery provides the opportunity to collaborate with exceptional people to achieve extraordinary results. Our administrative staff plays a key role in supporting and enhancing the exceptional work being done on a daily basis.

Compensation:

The starting hourly wage for the position is $24.00 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.

SMPH University Staff Benefits Flyer 2026

Required Qualifications:

• Experience providing administrative support in a professional setting
• At least two years of customer service experience
• Strong verbal, written, and organizational skills
• Proficient in Microsoft Office (Outlook, Word, Excel and PowerPoint), Google Suite and other computer-based administrative management systems
• 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
• Experience with travel arrangements and travel reimbursements

Education:

H.S. Diploma preferred

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 OpportunityEmployer.

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 backgroundsand 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.