Medical Program Assistant (MPA)

UWMSN University of Wisconsin Madison; Madison (WI); On-site; USD 42,000 - 56,000; Full time

Job summary

University of Wisconsin–Madison seeks a collaborative Medical Program Assistant to support the Education Division within the BerbeeWalsh Department of Emergency Medicine. You will coordinate communications, calendars, meetings, events, and documentation to enable the department’s educational mission.

The role emphasizes high-level administrative support, efficient operations, and cross-department collaboration.

Qualifications

• This role requires at least one year of administrative experience in academic, medical, research or office settings.
• Proficiency with Excel, Word, Outlook and Adobe products is expected.
• Experience using virtual conferencing tools (WebEx, Zoom, Microsoft Teams, etc.) is required.
• Excellent interpersonal communication and writing skills are essential.
• Ability to stay focused, meet deadlines, and prioritize effectively under pressure.

Responsibilities

• Identifies opportunities for program improvements and recommends actions.
• Acts as primary liaison for providers or programs, directing stakeholders as needed.
• Collaborates with senior management to define program goals and fiscal objectives.
• Maintains databases, files, materials, and prepares reports for programs.
• Serves as primary contact and SME for program policies and procedures.
• Processes expenses (pre-approval, submission, reconciliation) through appropriate channels.
• Performs general administrative tasks: phone support, word processing, transcribing, filing, calendaring.
• Provides backup administrative support and helps train other staff.

Skills

Administrative experience

Interpersonal communication

Written communication

Attention to detail

Time management

Education

High school diploma

Tools

Excel

Word

Outlook

Adobe products

WebEx/Zoom/Teams

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: The BerbeeWalsh Department of Emergency Medicine at the University of Wisconsin School of Medicine and Public Health is seeking a collaborative and detail-oriented Medical Program Assistant to support the department's Education Division. This position plays an integral role in advancing the department's educational mission by providing high-level administrative support to education faculty and leadership while helping ensure the successful coordination of educational programs and initiatives within a dynamic academic medical environment. The Medical Program Assistant serves as a central resource for education faculty, departmental partners, and external collaborators, providing comprehensive administrative and operational support across a wide range of educational activities. This role coordinates communications, schedules meetings and events, manages calendars and documentation, tracks projects and priorities, assists with faculty and learner-related processes, and supports the planning and execution of educational initiatives. Working closely with Education Division leadership, the position helps ensure efficient operations, effective collaboration, and the seamless delivery of programs that support physician education. This role is ideal for someone who thrives in a fast-paced environment, enjoys managing multiple priorities, and takes pride in providing exceptional service and organizational support. The Medical Program Assistant contributes directly to the success of the department's educational mission by helping faculty and leadership focus on educating the next generation of physicians while fostering a collaborative and efficient work environment. 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. This position is Monday through Friday 8:00AM to 4:30PM.

Key Job 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.

Required 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 perform efficiently and effectively under pressure, as well as the ability to independently determine priorities.

Preferred Qualifications:

• Demonstrated ability to manage complex calendars, coordinate meetings, and prioritize competing requests for multiple stakeholders.
• Experience coordinating travel arrangements, conference registrations, purchasing, expense reimbursements, and other fiscal or administrative processes.
• Experience preparing correspondence, meeting materials, reports, and other professional documents.
• Experience developing or improving workflows using automation tools (e.g., Power Automate, reporting dashboards, data tracking systems).

Education:

H.S. Diploma Preferred Minimum

All applicants will be notified once the search concludes and a candidate is selected.

University sponsorship is not available for this position, including transfers of sponsorship and TN visas. The selected applicant will be responsible for ensuring their continuous eligibility to work in the United States (i.e. a citizen or national of the United States, a lawful permanent resident, a foreign national authorized to work in the United States without the need of an employer sponsorship) on or before the effective date of appointment. This position is an ongoing position that will require continuous work eligibility. If you are selected for this position, you must provide proof of work authorization and eligibility to work. The department will not be able to support a request for a J-1 waiver. If you choose to pursue a waiver and apply for our position, neither the UW nor UWMF will reimburse you for your legal or waiver fees.

Contact Information: Taylor Ungerer, [e-mail] 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 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). 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.

Work with purpose, make an impact, and grow your career. The University of Wisconsin–Madison is committed to equity, inclusion and employee well-being as we proudly work to improve the lives of people in Wisconsin and beyond.

UW–Madison offers a wide range of professions that cover various interests and skill levels. We employ everything from accountants to arborists, chefs to custodians, editors to electricians, graphic designers to groundskeepers, HR associates to HVAC technicians, librarians to locksmiths, mechanics to medical assistants, painters to police officers, web designers to welders, and absolutely everything in between! No matter what you are looking for professionally, chances are you will not only find it but will thrive at it while working at the University of Wisconsin–Madison.