Medical Program Assistant

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Job Category: University Staff

Employment Type: Regular

Job Profile: Medical Program Assistant

Job Summary:
The Department of Neurology at the University of Wisconsin provides state-of-the-art care for people afflicted with diseases of the nervous system, conducts research in basic and clinical neuroscience, and offers medical students, residents and fellows intensive training in the diagnosis and treatment of neurological disorders.

The Medical Program Assistant plays a key role in supporting the department's clinical, research, and educational missions. This position provides comprehensive administrative and program support to faculty, staff, and departmental leadership within a dynamic academic medical environment. The incumbent will coordinate a wide range of activities essential to clinical operations, academic programs, and faculty support.

This position requires excellent administrative, organizational and interpersonal skills as well as considerable independence in planning, composing, implementation and delegation as well as a thorough knowledge of relevant policies and procedures.

Professional communications, workplace sensitivity and workplace diplomacy are essential. The incumbent will demonstrate exceptional customer service by establishing and maintaining effective professional relationships with all individuals inside and outside the organization.

• 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:

• Identifies opportunities for program improvements and makes recommendations to the appropriate entities

• 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

• 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

• Assist with content creation, communications, illustrations, graphics, and other communications projects as needed

• Schedules logistics and secures or distributes resources for program meetings, department events, conferences, and travel

Department:
School of Medicine and Public Health, Department of Neurology, Administration - Medical Program Assistant

The Department of Neurology at the University of Wisconsin provides state-of-the-art care for people afflicted with diseases of the nervous system, conducts research in basic and clinical neuroscience, and offers medical students, residents and fellows intensive training in the diagnosis and treatment of neurological disorders. The Department's mission of clinical service, research and teaching is pursued at the University Hospital, the Middleton Veteran's Administration Medical Center, the School of Medicine and Public Health, and in a diverse set of clinical outreach sites within the state of Wisconsin. The faculty and academic staff of the department currently consists of over 150 individuals engaged in a broad range of clinical and academic activities. Neurology faculty and academic staff include neurologists, neuropsychologists and scientists who are engaged in basic and clinical research, and also contribute to educational programs of the Department. There are more than 40 trainees in a variety of residency, fellowship, and postdoctoral programs.

Compensation:

The starting salary/hourly wage for the position is $22.60 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:

• Proficient in Microsoft Office (Outlook, Word, Excel and PowerPoint), Google Suite and other computer-based administrative management systems
  
• Ability to work cooperatively to coordinate multiple projects and demonstrate independent decision-making
  
• Excellent professional interpersonal, human relations, verbal and written communication skills; courteous, responsive, and service oriented
  
• At least two years of customer service experience
  
• Outstanding organizational skills and attention to detail
  

Preferred Qualifications:

• Knowledge of and experience in a clinical setting, UW Health, UW-Systems, or School of Medicine and Public Health
  
• At least two years of customer service experience in an office setting, healthcare setting, higher education or related field
  
• Prior experience or knowledge of content management systems (WordPress), web development, graphics, content marketing and accessibility
  

Education:
H.S. Diploma preferred

How to Apply:
For the best experience completing your application, we recommend using Chrome or Firefox as your web browser.

To apply for this position, select either "I am a current employee" or "I am not a current employee" under Apply Now. You will then be prompted to upload your application materials.

Important: The application has only one attachment field. Upload the following documents in that field, either as a single combined file or as multiple files in the same upload area.

• Cover letter required
  
• Resume required
  

Your cover letter should address how your training and experience aligns with the required and preferred qualifications listed above. Application reviewers will rely on these written materials to determine which applicants move forward in the process. References will be requested from final candidates. All applicants will be notified once the search concludes and a candidate is selected.

Contact Information:
Caitlin Spaulding, View email address on click.appcast.io,View phone number on click.appcast.io

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 OpportunityEmployer.

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 backgroundsand 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 accommodationfor 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.