University of Wisconsin - Madison

Position Vacancy Listing

PVL # 231793

Position Summary:
The Residency Program and Faculty Promotion Assistant provides administrative program support within the Department of Human Oncology related to the Radiation Oncology Residency Program, Human Oncology faculty interviews and promotions, Cancer Biology expense submissions, and the Head & Neck Cancer database and Screening Event.

This position will assist and coordinate complex daily activities for the Program Coordinator. Good judgment, along with the ability to communicate effectively and confidentially with physicians, residents, fellows and program leader is required.

The candidate must have excellent organizational, oral and written communication skills. The ability to work at a variety of tasks, and to take initiative that supports the mission are essential skills. This position requires a person who can function independently with general supervision as well as with a team to ensure maximum effectiveness and efficiency of the program.

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:
40% Radiation Oncology Residency Program:
- Process resident travel expenses and book fund purchases through UW E-reimbursement and UW Health Oracle.
- Oversee creation and maintenance of purchasing and accounting records for all residency program related accounts.
- Assist the Program Evaluation Committee and Program Director in the revision of policies, rules and procedures affecting the program, including maintenance of the Residency Program policies in MedHub and the program handbook.
- Maintain resident call schedule in MedHub, updating paging system as needed.
- Maintain conference schedule, track attendance and issue evaluations in MedHub; issue conference calendar invitations to residents and faculty.
- Coordinate interview day logistics: hotel reservations, room setup, catering orders.
- Prepare interview packets, for applicants and faculty/resident interviewers.
- Provide and disseminate to outside institutions information requested on former residents for licensure, verification of attendance, and references; maintain and keep up-to-date information records on all former residents, maintain confidential resident personnel files.
- Arrange Visiting Professor itineraries and coordinate logistics of the day.
- Serve as liaison between Radiation Oncology and UW Medical School's Med 3 and Med 4 students, and visiting Med 4 students, in the coordination of elective rotations through radiation oncology, using the OASIS (UW students) and VSAS (Visiting students) systems.

20% Human Oncology Faculty Interviews and Promotions:
- Coordinate MD faculty and leadership faculty interview process, including arranging interview itineraries, making hotel and restaurant reservations, processing candidate travel expenses and summarizing interview evaluation responses.
- Serve as assistant coordinator of the annual process for faculty promotions: including assisting chair with requests to evaluators, creating dossier and appendix files. Attend promotions coordinator annual information session with Program Assistant Supervisor-Advanced.

15% Cancer Biology Expense Submission
- Process UW expenses for Cancer Biology faculty and staff through UW E-reimbursement.

25% Head & Neck Cancer Database and Screening Event
- Assist with data collection for the Head & Neck Cancer Database. Abstract diagnosis, treatment, and outcomes data from HealthLink into the Head & Neck Cancer Database (REDCap).
- Assist with the planning, organization, and implementation of the annual free Head & Neck Cancer Screening, including entering participant data into Excel spreadsheet after the screening.

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