University of Wisconsin - Madison

Position Vacancy Listing

PVL # 231626

Position Summary:
The primary role of this position is to provide a sophisticated level of administrative support to the Residency Program Leadership Team within the BerbeeWalsh Department of Emergency Medicine (DEM), part of the University of Wisconsin School of Medicine & Public Health (UW SMPH). The department is composed of 50+ faculty physicians, 36 residents, 18+ mid-level providers, and a growing number of staff members. This position will assist faculty and staff in the successful performance of the departmental clinical, teaching, administrative, and research activities. Responsibilities include continuous tracking, prioritizing, organizing, and communicating of multiple ongoing initiatives at various stages of progress. The position requires outstanding administrative, organizational, interpersonal, and computer skills, as well as the ability to work independently and proactively. The position must interface with outside physicians and administrators.
This position functions under limited supervision, reporting to the Residency Coordinator. Work direction and guidance will also be provided by individual physicians and staff.

The School of Medicine and Public Health has a deep and profound commitment to diversity both as an end in itself but, also as a valuable means for eliminating health disparities. As such, we strongly encourage applications from candidates who foster and promote the values of diversity and inclusion.

Principal duties:
50% A. Provide administrative support to the Residency Program Leadership within the Department of Emergency Medicine.
A1. Maintain schedule and information for all appointments including meetings, reviews, administrative conferences, telephone conferences, etc., using electronic calendaring application. Coordinate scheduling of meetings, reservation of conference rooms, audio/visual equipment needs, handout materials, and refreshments (as appropriate).
A2. Attend meetings and take minutes; distribute minutes to all committee members in a timely manner. Keep track of agenda items; notify responsible parties of identified initiatives and independently track and monitor response(s) to ensure follow through.
A3. Coordinate and make travel arrangements for core faculty. Ensure compliance with University, UWMF, and other appropriate agencies with respect to travel and reimbursements policies and procedures. Prepare registration forms, submit, and ensure funding for registration fees.
A4. Complete reimbursement for Residency Faculty and all 36 residents in conjunction with finance staff.
A5. Screen and prioritize incoming correspondence (calls, emails, mail) from a variety of sources and triage as necessary.
A6. Maintain and update privileges, licensing, certification, continuing medical education credits, and society membership for faculty and residents.

40% B. Residency Program Support
B1. Support logistics of weekly resident conference.
B2. Support planning and execution of residency program interviews.
B3. Interface with Emergency Medicine Residents and provide support as needed

10% C. Provide general support to the DEM Administrative Office
C1. Order and maintain office supplies and lab coats/scrubs. Prepare requisitions according to University policy and procedures.
C2. Assist support staff and leadership with special projects.
C3. Provide 'back-up' administrative support during absences of other Emergency Medicine administrative assistants.

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