Institution registrar

Wisconsin Department of Health Services; Madison (WI); On-site; Full time

Job summary

The Wisconsin Department of Health Services is seeking an Institution Registrar for Mendota Mental Health Institute in Madison. The role involves coordinating admissions and legal processes while liaising with various stakeholders in the juvenile justice system. This position comes with competitive pay and rich benefits, including vacation time, health plans, and retirement options.

Benefits

3.5 weeks of vacation

Paid holidays

Health plan options

Pension plan with employer match

Flex spending accounts

Well Wisconsin Wellness Program

Employee assistance program

Qualifications

• Experience in juvenile justice system communication.
• Experience using Microsoft Office for data management.
• Experience coordinating activities or schedules.

Responsibilities

• Administer legal-administrative processes for admissions.
• Liaison with courts and agencies for patient discharge.
• Maintain schedules and databases for MJTC program operations.

Skills

Communication

Coordination

Technical assistance

Tools

Microsoft Office

Job description

Introduction

The Department of Health Services (DHS), Mendota Mental Health Institute (MMHI) is currently recruiting for an Institution Registrar that will work Monday-Friday with daytime hours.

MMHI is located on the north side of Madison and offers a beautiful campus environment, convenient free parking and an onsite workout facility. MMHI is an inpatient psychiatric facility, with one outpatient program, and is an integral part of the entire Wisconsin mental health service delivery system. Our overall service delivery goal is to provide specialized services in treatment, research, training and consultation.

As an employee of the State of Wisconsin, you'll also have access to an amazing benefits package, including:

• 3.5 weeks of vacation, 9 paid holidays and ample sick time; limitations may apply for leave time usage in the first six months.
• Top rated health plan options starting at $42/month for single plans and $104/month for family plans, after 2 months of state service.
• Exceptional pension plan with a 6.95% employer match in 2025 with lifetime retirement payment. Plus, a tax advantaged supplemental retirement savings plan which allows you to save money directly from your paycheck for retirement. Use this Total Rewards Calculator to see the total value of our competitive benefits package!
• Several flex spending accounts: medical, dependent care, commuter, parking and High Deductible Health Savings.
• Well Wisconsin Wellness Program.
• A free and confidential employee assistance program that offers employees and their immediate family dependents a variety of tools, resources, and professional consultation services to support their health, goals, and overall well-being.
• Public Service Loan Forgiveness Program employer.

MMHI is part of the Division of Care and Treatment Services (DCTS). DCTS is committed to helping all state residents live their best lives through an interconnected web of behavioral health services. Watch this video to learn more about the work of DCTS.

Position Summary

As an Institute Registrar, you will be responsible for:

• administering and coordinating specific legal-administrative processes mandated by Wisconsin Statutes related to juvenile admissions and discharge procedures to and from MMHI and Mendota Juvenile Treatment Center (MJTC);
• liaison work with courts, Department of Corrections (DOC), Department of Juvenile Corrections (DJC), Department of Children and Families (DCF), DHS, unit staff, county juvenile agencies and law enforcement agencies in all legal matters governing MMHI/MJTC retention and discharge of youth/patients;
• providing consultation or technical assistance regarding Wisconsin Statutes (Juvenile Chapter 938, Mental Health Act – Chapter 51, Protective Placements – Chapter 55, Forensic – Chapters 939 through 971, and Chapter 48) to administrative and clinical staff, 51.42/437 Boards, Judges, District Attorneys, DOC, and the general public concerning legal aspects of admissions and subsequent release of patients;
• coordinating the processing of all youth/patient admissions and discharges, census data and institutional billing procedures.

Additionally, you will:

• coordinate multiple MJTC program schedules including clinical groups, school, and other activities;
• maintain scheduling transportation for off-site appointments and discharges for MJTC youth;
• complete administrative duties that help assist in the daily operation of the MJTC program, including scheduling unit staff and management of databases such as J-Tracker, MJTC conduct database, MJTC Electronic Health Record, COMPAS and Prison Rape Elimination Act (PREA) investigations.

This position will provide backup and support for the MMHI Admissions Department.

Salary Information

The starting pay for the position is $27.37 per hour, plus excellent benefits. A 12-month probationary period is required.

Pay for current or former state employees will be set based on the rules that apply to compensation for the applicable transaction. This position is in pay schedule and range 02/14.

Job Details

All applicants who may be appointed to this position will be required to allow DHS to conduct a background check to determine whether the circumstances of any conviction may be related to the job being filled.

All appointees will be required to receive a TB test, which will be administered by MMHI, or medical personnel approved by the facility prior to their start date.

DHS does not sponsor work visas for this position, thus, in compliance with federal law, selected candidates will be required to verify eligibility to work in the United States by completing the required I-9 form upon hire.

Qualifications

Minimum qualifications include all of the following:

• Experience communicating and providing assistance with various partners involved with youth in the juvenile justice system such as members of the judicial system, law enforcement, county workers, mental health professionals, etc.
• Experience using Microsoft Office programs to perform tasks such as typing correspondence, entering information into a spreadsheet or database, running reports, responding to emails, etc.
• Experience building and maintaining work schedules or coordinating activities for groups or individuals.

Well-qualified applicants will also have one or more of the following:

• Experience interpreting Statutes or laws pertaining to the juvenile justice or mental health systems such as Wisconsin Juvenile Chapter 938, Chapter 51, PREA, Wisconsin Forensic Statute, Chapter 48 or other comparable States statutes.
• Experience working with confidential health information and maintaining confidentiality in compliance with health confidentiality laws.
• Experience evaluating and training staff on topics such as coaching, investigating complaints made by patients, scheduling assignments, ensuring policies/procedures are being followed, etc.
• Experience working with youth or young adults with behavior disorders and mental illness.

Your letter of qualifications is limited to two (2) pages. For a guide on developing your resume and letter of qualifications and what should be included in these materials, click here.

How To Apply

Applying is easy! Click “Apply for Job” to start the application process. Sign in to your account or create an account before applying for the job. Follow the steps outlined in the application process and submit your application.

Helpful Information:

• Once your application is submitted, no changes are allowed. Click “Save” to allow changes to your application as needed before submitting by the deadline.
• You may want to save a copy of the job posting for referencing after the deadline.
• Submitted materials will be evaluated by a panel of job experts according to the qualifications above.
• Please monitor your email for communications related to this position.
• Current or former permanent, classified, state employees must complete the online application process to be considered.
• If viewing through an external site, please apply directly at Wisc.Jobs.
• For technical assistance and general information, please see Frequently Asked Questions. For questions about the position, to request a copy of the full position description, or for other employment inquiries, please contact Shea O’Malley in Human Resources at [e-mail].

DHS is an Equal Opportunity and Affirmative Action employer. Veterans are encouraged to apply. For complete information on veterans’ hiring programs with the WI Department of Veteran’s affairs, click here.

Deadline to Apply

The deadline to apply is June 18, 2025, at 11:59pm.

Applicants are strongly encouraged to allow ample time to finalize their applications keeping in mind that technical assistance is only available Monday through Friday 7:45 am – 4:30 pm. Late or incomplete applications will not be accepted.