Infectious Disease Medical Program Assistant

Universities of Wisconsin; Alabama; Hybrid; USD 28,000 - 39,000; Full time

Job summary

University of Wisconsin–Madison is seeking a Medical Program Assistant within the Infectious Disease Administrative Team. You will support scheduling, calendaring, conference logistics, purchasing, travel and expense reimbursements, and serve as the main contact for division teams.

The role supports about 30 physicians, 7 fellows, 10 APPs and roughly 60 staff, with some on-site work and some remote options. The work schedule is flexible and determined at hire.

Qualifications

• 1 year of prior administrative experience or in a business office.
• Experience managing calendars.
• Experience with Microsoft Office products.

Responsibilities

• Schedules logistics and secures or distributes resources for program meetings, department events, conferences, and travel
• Identifies opportunities for program improvements and makes recommendations
• 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
• Assists in coordination of divisional CME conference activities.
• Assists in coordinating the complex daily activities of providers or program(s) by entering information into databases, maintaining files and materials, and preparing reports
• 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

Skills

Administrative experience

Calendar management

Microsoft Office

Education

High school diploma

Job description

Job Category:

University Staff

Employment Type:

Regular

Job Profile:

Medical Program Assistant

Job Summary:

The Infectious Disease Administrative Team is seeking a Medical Program Assistant. This position will be a part of a team that supports a group of around 30 physicians, 7 fellows, 10 APPs, and around 60 staff members dedicated to the research, clinical, and education missions of the division. This position will support the division in scheduling and calendaring, conference logistics, purchasing, travel and expense reimbursement, and serve as the main contact for teams across the division.

• 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.
• The work schedule is flexible and will be determined at the time of hire.

Candidates who demonstrate the following knowledge, skills, and abilities will be given first consideration

• Demonstrated ability to work independently and as part of a team
• Demonstrated ability to manage multiple competing priorities while maintaining attention to detail and meeting deadlines
• Ability to identify, describe, synthesize information, and develop processes to implement solutions to problems
• Demonstrated ability to work in a fast-paced, changing environment
• Ability to work cooperatively to coordinate multiple projects and demonstrate independent decision-making

Key Job Responsibilities:

• Schedules logistics and secures or distributes resources for program meetings, department events, conferences, and travel
• Identifies opportunities for program improvements and makes recommendations to the appropriate entities
• 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
• Assists in coordination of divisional CME conference activities.
• Assists in coordinating the complex daily activities of providers or program(s) by entering information into databases, maintaining files and materials, and preparing reports
• 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

Department:

School of Medicine and Public Health, Department of Medicine, Division of Infectious Disease, Infectious Disease 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!

At the Division of Infectious Disease, we are national experts in infectious disease clinical care and leadership. We lead comprehensive education,researchand clinical programs—in partnership with our world-class university and remarkable health system. We are innovative,collaborativeand kind. We strive for excellence and health equity. And we make an impact in Wisconsin and beyond.

Compensation:

The starting rate 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 and the SMPH University Staff Benefits Flyer 2026.

Required Qualifications:

• 1 year of prior experience in an administrative position or business office environment.
• Experience managing calendars
• Experience with Microsoft Office products

Preferred Qualifications:

• Event planning and support
• Experience in customer service

Education:

H.S. Diploma Preferred Minimum

Contact Information:

Rachel Filipiak, [e-mail], [phone]

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 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.