Medical Education Programs Assistant

UW School of Medicine and Public Health; Madison (WI); Hybrid; USD 30,000 - 42,000; Full time

Benefits offered by this job

Vacation days

Holidays

Sick leave

Insurance

Retirement benefits

Job summary

UW School of Medicine and Public Health is seeking a collaborative Medical Program Assistant to support the Education Division’s operations and education faculty. This role coordinates calendars, meetings, and documentation, tracks projects, and assists with faculty and learner processes to ensure smooth execution of educational initiatives.

The position emphasizes high-level administrative support in a dynamic academic medical environment, balancing multiple priorities and delivering

Qualifications

• At least one year of administrative experience in an academic, medical, research or office setting.
• Proficiency with software programs including Excel, Word, Outlook, at Adobe products
• Experience using virtual conferencing tools (WebEx, Zoom, Microsoft Teams, etc.)
• Excellent interpersonal communication and writing skills
• High level ability to remain focused, attend to detail, meet deadlines, and prioritize independently

Responsibilities

• Identifies opportunities for program improvements and makes recommendations to the appropriate entities
• Acts as the primary liaison for providers or programs and refers stakeholders to providers, agencies, patients, and staff
• Coordinates with senior management to define program goals and fiscal objectives
• Assists in coordinating the complex daily activities of providers or program(s) by entering information into databases, maintaining files and materials, and preparing reports
• Serves as the primary contact and subject matter expert for specified program policies and procedures
• Assist leadership, faculty, and providers with processing expenses (pre-approval, submission, and reconciliation) through correct channels and ensure appropriate account balances.
• Performs administrative tasks including telephone customer service, word processing, transcribing, filing, and calendaring
• Provide back-up administrative support during absences of other department administrative assistants and provide training and guidance as needed
• Schedules logistics and secures or distributes resources for program meetings, department events, conferences, and travel

Skills

Administrative support

Calendar management

Written communication

Attention to detail

Multi-tasking

Excel

Word

Outlook

Adobe

WebEx/Zoom/Microsoft Teams

Education

High School Diploma (preferred)

Tools

Excel

Word

Outlook

Adobe products

WebEx

Zoom

Microsoft Teams

Job description

UW School of Medicine and Public Health is seeking a collaborative Medical Program Assistant to support the Education Division’s operations and education faculty. This role coordinates calendars, meetings, and documentation, tracks projects, and assists with faculty and learner processes to ensure smooth execution of educational initiatives.

The position emphasizes high-level administrative support in a dynamic academic medical environment, balancing multiple priorities and delivering