Pediatrics Division Administrative Assistant

UW School of Medicine and Public Health; Madison (WI); Hybrid; USD 27,000 - 39,000; Full time

Job summary

University of Wisconsin School of Medicine and Public Health is seeking a Medical Program Assistant in Madison to provide direct support to divisional faculty and staff. The role coordinates complex daily clinical, academic, and administrative activities, and manages communications, meeting planning, and travel.

The position may be onsite with some remote work; the schedule is flexible and determined at hire. Excellent organization, communication, and multitasking are essential.

Qualifications

• Experience providing administrative support in an office setting.
• Coursework or training in project and/or organizational management may substitute for direct experience.

Responsibilities

• Identifies opportunities for program improvements and makes recommendations to the appropriate entities
• 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
• Acts as the primary liaison for providers or programs and refers stakeholders to providers, agencies, patients, and staff

Skills

Organizational skills

Time management

Communication

Multitasking

Education

High School diploma

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 Department of Pediatrics is seeking a Medical Program Assistant to provide direct support to divisional faculty and staff. This position will be responsible for the coordination of complex daily clinical, academic, and administrative activities, as well as the coordination and organization of the faculty's communications, meeting planning, and both domestic and international travel.

Work Location and Schedule

• 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.
• The work schedule is flexible and will be determined at the time of hire.

Candidate Skills and Experience

• Excellent organizational and time-management skills with a keen attention to detail.
• Ability to plan and carry out work without direct supervision.
• Strong communication and interpersonal skills, capable of interacting with individuals at all levels of the organization.
• Ability to prioritize tasks, multitask effectively, and adapt to changing priorities in a fast-paced environment.

Key Job Responsibilities

• Identifies opportunities for program improvements and makes recommendations to the appropriate entities
• 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
• 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 Pediatrics, Pediatric Support Staff

The Department of Pediatrics at the University of Wisconsin School of Medicine and Public Health is a vibrant academic department comprising more than 230 faculty members in 16 subspecialty divisions. The department promotes and enhances the health of children through outstanding clinical care, exemplary education of pediatric trainees, performance of cutting‑edge research, and vigorous advocacy. Our faculty and research staff enjoy a robust infrastructure of services as well as the opportunity to contribute to our world‑class research portfolio – since 2015 the department has ranked among the Top 20 pediatrics departments receiving NIH funding, according to Blue Ridge Institute for Medical Research. To provide remarkable health care for everyone in our community, we are committed to fostering a diverse, equitable, and inclusive environment in all aspects of our work. To learn more about the department's work and accomplishments, please visit: https://www.pediatrics.wisc.edu/.

Compensation

• The starting hourly wage for the position is $24.00 per 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.
• SMPH University Staff Benefits Flyer 2026

Required Qualifications

• Experience providing administrative support in an office setting. Coursework or training in project and/or organizational management may be considered in lieu of direct work experience.

Preferred Qualifications

• Work experience with calendar management
• Work experience providing office or administrative support in academic medicine/hospital setting
• Training in and knowledge of HIPAA regulations
• Microsoft Office experience

Education

High School diploma required

Contact Information

Alex Scaffidi, [e-mail], 608-262-7480

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

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.