Medical Program Assistant

UW School of Medicine and Public Health; Madison (WI); Hybrid; USD 43,000 - 53,000; Full time

Job summary

UW School of Medicine and Public Health in Madison, WI is seeking a Medical Program Assistant to support faculty and staff with calendars, meetings, and clinical/administrative projects.

The role requires strong organizational and communication skills, plus experience in an office setting. Some work may be remote; regular hours are Mon-Fri 8:00a.m.–4:30p.m., with a position of trust related to caregiver checks.

Qualifications

• A minimum of 6 months experience in an office setting providing administrative support and/or customer service.
• Proficient with Microsoft Office (Outlook, Word, Excel and PowerPoint).
• Ability to work cooperatively to coordinate multiple projects and demonstrate independent decision-making.
• Excellent interpersonal, verbal, and written communication skills. Courteous, responsive, and service-oriented.
• Ability to transition effectively between tasks to maximize efficient use of time.
• Outstanding organizational skills.

Responsibilities

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

Skills

Microsoft Office proficiency

Excellent communication

Organizational skills

Customer service

Education

High School Diploma

Job description

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

Join our administrative team in the Department of Obstetrics and Gynecology as a Medical Program Assistant! Our department of physicians, advanced practice providers, researchers, trainees, and staff are unified in leading reproductive health forward. The Medical Program Assistant provides administrative support to faculty and staff including managing calendars, coordinating meetings requests, and supporting clinical and administrative projects

• 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.
• 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
• Performs administrative tasks including telephone customer service, word processing, transcribing, filing, and calendaring
• 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 coordinating the complex daily activities of providers or program(s) by entering information into databases, maintaining files and materials, and preparing reports

Department

School of Medicine and Public Health, Department of Obstetrics and Gynecology.

Since we began our academic mission of training ob-gyn physicians in 1929, the University of Wisconsin School of Medicine and Public Health Department of Obstetrics and Gynecology has set the standard for reproductive health education, research, clinical care, and advocacy. Today, we continue that legacy of excellence as a department of physicians, advanced practice providers, researchers, trainees, and staff who are all unified in leading reproductive health forward. As leaders, our vision is of a department propelled by a shared commitment to improving reproductive health across each of our mission areas. We recognize that connection and collaboration between disciplines is crucial and that success in any one mission area contributes to success in the others.

Compensation

The starting for the position is $47,840 annually / $23 per hour; but is negotiable based on experience and qualifications.

Benefits

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

• A minimum of 6 months experience in an office setting providing administrative support and/or customer service.
• Proficient with Microsoft Office (Outlook, Word, Excel and PowerPoint).
• Ability to work cooperatively to coordinate multiple projects and demonstrate independent decision-making.
• Excellent interpersonal, verbal, and written communication skills. Courteous, responsive, and service-oriented.
• Ability to transition effectively between tasks to maximize efficient use of time.
• Outstanding organizational skills.

Preferred Qualifications

• One year of experience providing administrative support in an office setting.
• Knowledge of HIPAA requirements, ability to maintain confidentiality and use discretion.
• Knowledge of medical terminology and abbreviations

Education

High School Diploma

Contact Information

Kirsten Gragg, [e-mail], 608.265.3357

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.

Equal Opportunity Employer

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 backgrounds and 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).

Security and Fire Safety

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.