University of Wisconsin - Madison

Position Vacancy Listing

PVL # 225350

Position Summary:
Under the general direction of the Assistant to the Chair, the Office Operations Associate supports the missions of the Department of Dermatology by coordinating several operational and ad hoc duties. In addition, the position supports the clinical and research faculty with administrative support as needed. The succesful candidate will have the ability to manage competing priorities as well as the ability to work independently in dealing with the diverse elements of the complex organization of UW-SMPH.

Principal duties:
65% Coordinate select Department operational and ad hoc administrative activities.
-Prepare the Department's monthly call schedule and ensure availability in a timely manner.
-Coordinate weekly Grand Rounds Schedule and serve as patient and physician liaison. Maintain attendance log and as well as CME credits.
-Coordinate faculty completion of mandatory trainings, certifications and immunizations (UW, UW Health and VA) to ensure full Department compliance. Check Dermatology HR email address regularly and reach out to non-compliant faculty accordingly.
-Coordinate all aspects of faculty/staff candidate interviews. Arrange itinerary, travel/hotel as needed and assist candidate throughout the interview day to assure he/she stays on schedule. Work with outside departments as needed. Communicate well with interviewee and interviewers on the day's agenda.
-Coordinate outside visiting speakers. Arrange travel, hotel, meals and assist with expense reimbursement and honoraria. Publicize within Department and SMPH to ensure good attendance.
-Assist in onboarding/off boarding of Department faculty and staff with orientation logistics and other tasks to ensure timely start/end date.
-Plan Department sponsored functions, e.g., holiday party, retirement events, strategic retreats and other events as assigned. Manage expenses to ensure events stay within the set budget.
-General maintenance of office supply inventory and breakroom supplies, mail and package receipt and delivery and office equipment instruction and service calls. Ensure Department phone line is covered.
35% Provide support to clinical and research faculty
-Maintain calendars and schedule administrative meetings as requested. Anticipate needs and have related information available in advance. Handle dues, privileges, etc. as needed. Meet as need to review.
-Triage and prioritize mail, maintain filing system, and submit appropriate information as requested. ---Prepare/distribute agenda and draft minutes for regular or ad hoc meetings as requested.
-Assist with small administrative projects as needed.
-Manage office systems infrastructure: Assure maintenance of office equipment (copier, fax, etc) Manage office supplies inventory. Arrange for facilties repair as needed. Coordinate office furniture and moves.
-Serve as purchasing card holder and log all transactions
-Screen and prioritize phone calls. Prioritize phone messages for return calls by the Chairman and/or assist him to return calls or convey information on his behalf.
-Manage all clinical faculty and staff leave reports. Collect, verify, secure signatures, report and maintain accurate records of all.
-Triage and prioritize mail and obtain necessary past correspondence and records relating to incoming mail. Disperse appropriate correspondence to the Administrator and other staff as needed.

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