Medical Program Assistant-Ophthalmology

UW School of Medicine and Public Health; Madison (WI); On-site; USD 26,000 - 37,000; Full time

Benefits offered by this job

Vacation, holidays, and sick leave

Health insurance

Retirement benefits

Job summary

UW School of Medicine and Public Health in Madison, WI is seeking a Medical Program Assistant to provide vital administrative support to the Department of Ophthalmology and Visual Sciences. You will handle customer service, word processing, calendaring, and reimbursements, while acting as a primary contact for program policies.

The role requires solid organizational skills and 2 years of administrative experience, with HIPAA/PPE knowledge to support clinical, research, and academic projects.

Qualifications

• 2 years of administrative experience or equivalent.
• Microsoft Suite experience or equivalent.

Responsibilities

• Performs administrative tasks including telephone customer service, word processing, transcribing, filing, and calendaring
• Coordinates with senior management to define program goals and fiscal objectives
• Schedules logistics and secures or distributes resources for program meetings, department events, conferences, and travel
• 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
• 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

Skills

Administrative experience

Microsoft Suite

Education

HS Diploma Preferred

Tools

Microsoft Office

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 UW Department of Ophthalmology and Visual Sciences (DOVS) has been a pioneer in comprehensive patient care and paradigm-shifting research for over 50 years. As an DOVS medical program assistant, you’ll play a key role in the success of the department by providing support services to our faculty members, including administrative tasks such as customer service, word processing, transcribing, filing, calendaring, travel arranging and reimbursements. The incumbent may also serve as the primary contact person or customer service representative and subject matter expert. Versatility and organization are key, as the incumbent will also be expected to track, prioritize, organize, and navigate multiple ongoing clinical, research or academic projects. Join us in our mission to save sight across Wisconsin and the world!. Requires Health Insurance Portability and Accountability Act (HIPAA) and Personal Protective Equipment (PPE) knowledge or training.

• 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.

Key Job Responsibilities:

• Performs administrative tasks including telephone customer service, word processing, transcribing, filing, and calendaring
• Coordinates with senior management to define program goals and fiscal objectives
• Schedules logistics and secures or distributes resources for program meetings, department events, conferences, and travel
• 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
• 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

Department:

School of Medicine and Public Health, Department of Ophthalmology and Visual Sciences, Administration.

The Department of Ophthalmology and Visual Sciences (DOVS) has built a world-class reputation for cutting-edge research, compassionate patient care, and hands-on training programs for resident physicians and clinical fellows. We believe that our strength lies in our people, cultivating an environment where every member is empowered to flourish.

Compensation:

The starting salary for the position is $22.60/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.

Required Qualifications:

• 2 years of administrative experience or equivalent.
• Microsoft Suite experience or equivalent.

Preferred Qualifications:

• Exceptional Customer Service experience.
• Organizational Skills.

Education:

H.S. Diploma Preferred.

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.

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:

Beth Reuter, [e-mail], 608-263-3680

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.