Infectious Disease Medical Program Assistant

University of Wisconsin–Madison; Madison (WI); Hybrid; USD 27,000 - 39,000; Full time

Benefits offered by this job

Vacation & holidays

Sick leave

Insurance benefits

Retirement plan

Job summary

University of Wisconsin–Madison is seeking a Medical Program Assistant to join the Infectious Disease Administrative Team. You will support scheduling, conference logistics, purchasing, travel reimbursements, and act as the main contact across the division, which includes ~30 physicians, 7 fellows, 10 APPs, and ~60 staff.

Work may be in-person on campus or remote at offsite locations. The role offers a flexible schedule and a pathway to contribute to clinical, research, and education missions

Qualifications

• 1 year of prior experience in an administrative position or business office environment.
• 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 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

Skills

Independent work

Multitasking

Information synthesis

Fast-paced environment

Project coordination

Education

High School diploma

Tools

Microsoft Office

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, research and clinical programs-in partnership with our world-class university and remarkable health system. We are innovative, collaborative and 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 pe r 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

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.