Job Summary:
The Department of Pediatrics is seeking an Administrative Specialist to join our Clinical Operations team. Reporting to the Associate Department Administrator of Clinical Operations, this position will provide administrative support for faculty, and the staff who support them, in a variety of clinical environments.
Examples of responsibilities include; development and administration of clinical onboarding/offboarding tools and processes for each division, support improvements in revenue generation (develop/administer coding reporting, collaborate with coding team on divisional opportunities, facilitate education and response to audit information around coding and billing practices, etc.), facilitation of physician licensing & credentialing completion, support of operational reporting, evaluation, and data management, etc.
The incumbent will be instrumental in coordinating complex daily activities, ensuring smooth and efficient administrative operations, and collaborating with leadership in development of workflows supporting clinical practice needs. This position requires a high degree of organization, effective task and productivity tracking, ability to work collaboratively on multiple projects, and a focus on details. The ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality is essential.
The Department of Pediatrics at the University of Wisconsin School of Medicine and Public Health is a vibrant academic department comprising more than 200 faculty 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. To learn more about the department's work and accomplishments, please visit: https://www.pediatrics.wisc.edu/.
Responsibilities:
Responsible for a variety of professional level work across a variety of administrative service areas including budget, finance, procurement, and human resources with impact across the institution in support of unit or institutional goals.
- 30% Implements and executes established policies and procedures for a designated work unit to adhere to unit objectives and to align with established strategies
- 15% Schedules logistics and secures resources for a designated work unit to contribute to the day-to-day operational success
- 20% Analyzes data and trends, compiles progress reports, and provides appropriate recommendations or conclusions in support of the assigned operational work unit(s)
- 15% Serves on committees and attends meetings, representing the interests of the unit or program
- 20% Assists faculty in completing state licensing and credentialing requirements, tracking due dates and workflow to ensure deadlines are met
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.
For more information on diversity and inclusion on campus, please visit: Diversity and Inclusion
Education:
Preferred
Bachelor's Degree in Business Administration, Public Administration, Human Resources, or closely related field
Qualifications:
Required:
- Administrative/office support experience
- Proficiency with software programs such as Microsoft Excel, Word, Outlook, and Adobe products
Preferred:
- Minimum of 2 years administrative/office support experience
- Experience working in higher education or healthcare environments
- Experience working with large datasets and complex operational reporting
Other Skills & Abilities:
- Excellent oral and written communication skills
- Excellent time management skills with the ability to work independently or collaboratively
- Ability to work independently under general supervision, prioritize duties and demonstrate effective time management while maintaining attention to detail
- Ability to manage multiple priorities with discretion and confidentiality in a fast-paced environment
- Strong interpersonal and collaboration skills, including the ability to work with diverse populations
Work Type:
Full Time: 100%
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.
Appointment Type, Duration:
Ongoing/Renewable
Salary:
Minimum $58,000 ANNUAL (12 months)
Depending on Qualifications
The starting salary for the position is $58,000 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. Benefits information can be found at (https://hr.wisc.edu/benefits/).
SMPH Academic Staff Benefits flyer: (https://uwmadison.box.com/s/r50myohfvfd15bqltljn0g4laubuz7t0)
Additional Information:
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.
University sponsorship is not available for this position, including transfers of sponsorship. 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. UW-Madison is not an E-Verify employer, and therefore, is not eligible to employ F1 STEM OPT Extension participants. If you are selected for this position you must provide proof of work authorization and eligibility to work.
How to Apply:
To apply for this position, please click on the "Apply Now" button. You will be asked to upload a current resume/CV and a cover letter briefly describing your qualifications and experience.
Contact:
Ashley Rupnow
ashley.mueller@pediatrics.wisc.edu
608-265-3961
Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.
Official Title:
Administrative Specialist(AD006)
Department(s):
A53-MEDICAL SCHOOL/PEDIATRICS/PEDIATRICS
Employment Class:
Academic Staff-Renewable
Job Number:
304331-AS
The University of Wisconsin-Madison is an Equal Opportunity and Affirmative Action Employer.
Qualified applicants will receive consideration for employment without regard to, including but not limited to, race, color, religion, sex, sexual orientation, gender identity, 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 through diversity and encourage all qualified individuals to apply. For more information regarding applicant and employee rights and to view federal and state required postings, click here
If you need to request an accommodation because of a disability, you can find information about how to make a request at the following website: https://employeedisabilities.wisc.edu/disability-accommodation-information-for-applicants/
Employment may require a criminal background check. It may also require you and your references to answer questions regarding 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.
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University of Wisconsin Madison
$58,000 ANNUAL (12 months)
sick time
Jan 22, 2025