University of Wisconsin - Madison

Position Vacancy Listing

PVL # 234563

Position Summary:
This position provides daily support to UW Veterinary Care's hospital administration team. This position is a member of a close team that supports the veterinary hospital in providing excellent patient care. The position is also the "face of the admin office," so a helpful and positive attitude is vital.

Job responsibilities include, but not limited to:
1. Provide administrative support to the hospital administration team
2. Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
3. Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures
4. Tracks, stocks, orders, and inventories office supplies to ensure adequate materials are available for workplace operation
5. Serves as first point of contact for individuals and groups providing basic organizational information via phone, in person, and through other communication mediums, routing more complex inquiries to the appropriate entities

Principal duties:
40% - Provide Support to the UWVC Administrative Office
1. Act as UWVC travel coordinator, assisting hospital staff and clinicians with expense reimbursement process, navigating travel policies, and expense report submission
2. Maintain department purchasing card for administrative office and manage bi-weekly billing cycle
3. Regularly review and follow-up on client concerns and praise given via the UWVC client Cal-Pro survey
4. Maintain hospital paperwork, forms, and files, including assisting hospital employees with forms and paperwork as needed
5. Assist with administrative filing and document archiving
6. Manage all hospital parking requests, including requests for vendors, clinicians, and VM4 student parking requests during their clinical rotations
7. Assist with coordination of administrative efforts, including but not limited to staff appreciation events, ordering staff clothing and name tags, and coordinating sponsorship gifts
8. Maintain the calendars for the hospital associate and assistant directors, coordinate and calendar meetings on their behalf, and attend meetings to take minutes as requested
9. Work with hospital administration team to keep Hospital Information System up-to-date
10. Maintain office supplies for the administrative office
11. Flexibility to work variable and on-call hours are required by the unit
12. Other duties as assigned

30% - Provide Assistance with Hospital Auditing and Financial Matters
1. Assist with detailed daily client account auditing, communicating with hospital staff and clinicians when inquiries arise
2. Assist with hospital accounts receivable (AR) tracking and calling clients for payment
3. Assist with hospital efforts to track and analyze account adjustments, including assistance with applying certain discounts to accounts monthly
4. Assist with the hospital's monthly billing cycle to get all billing statements mailed in a timely manner
5. Assist with the daily hospital deposit, client refunds, and collections accounts

20% - Provide Support for Hospital Human Resources
1. Assist hospital supervisors with employee onboarding and off-boarding processes, including aiding employees with onboarding and offboarding related questions as they arise
2. Maintain UWVC HR calendar, tracking appointment start dates, end dates, probation periods, and probation review dates for hospital supervisors; Communicate reminders with hospital supervisors regarding upcoming actions for their staff
3. Maintain current hospital staff lists and directory in the admin office, the hospital information system, and on both the internet and intranet

10% - Manage the hospital's on-call schedule
1. Create and maintain the 4th year students surgery on-call schedule, ECC on-call schedule, ward responsibility on-call and working shift
2. Manage the on-call schedule for the night-ward, and activate on-call during periods of short-staffing in coordination with others
3. Manage on-call schedule for Veterinary Technicians, create sign-up genius, email reminders and keep hospital administrators posted on the schedule.

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