University of Wisconsin - Madison

Position Vacancy Listing

PVL # 235402

Position Summary:
This position functions as an Administrative Assistant for 7-10 providers in the Gastrointestinal (GI) oncology section, in the Hematology, Medical Oncology & Palliative Care Division of the Department of Medicine.

The incumbent will perform administrative duties to meet Faculty, Division, UW Carbone Cancer Center, and UW Health goals. This position will assist Faculty and Division Leadership in successful performance of the clinical, teaching, administrative, and research activities. Responsibilities include constant 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 both internal and external stakeholders, and a high level of professionalism is expected.

The Hematology, Medical Oncology & Palliative Care Division is composed of 60+ physician faculty members, 16+ fellows, 25+ nurse practitioners, academic research and administrative staff located at the UWCCC, University of Wisconsin Hospital and Clinics, Veteran's Administration Hospital, Meriter Hospital, and UW Health approved regional clinical sites.

The School of Medicine and Public Health has a deep and profound commitment to diversity both as an end in itself and 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:
Principal duties:

A. 70%
A1. Provide administrative support to Faculty and Leadership within the Hematology, Medical Oncology & Palliative Care Division

A2. 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 (if appropriate).

A3. 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, maintain the GI Group calendar and complete reimbursements in conjunction with finance staff.


A4. Fill out absence requests at least 6 weeks in advance of the requested time away. To allow for the revision of the providers schedules.

A5. Update materials including formatting presentation notes, handouts and other materials.

A6. Screen and prioritize incoming correspondence (calls, emails, mail) from a variety of sources and triage as necessary. Respond directly when authorized and trained on subject.

A7. Maintain and update privileges, license, credentialing of outreach site and the hospitals, certifications, and society memberships for individual Faculty. Track expiration dates and ensure that all applications are updated in a timely manner for all providers.

A8. Arrange coverage for the consult and inpatient services

B. 15%
1. Coordinate and make travel arrangements for division faculty. Ensure compliance with University, UW Health, and other appropriate agencies with respect to travel and reimbursement policies and procedures. Prepare registration forms, submit, and ensure funding for registration fees.

2. Prepare and submit reimbursements for provider travel and expenses.


C. 15%
1.Provide general support to the Hematology, Medical Oncology & Palliative Care Division

2. Provide 'back-up' administrative support during absences of other Hematology, Medical Oncology & Palliative Care Division administrative assistants.

3. Assist support staff and leadership with special projects.

4. Perform other miscellaneous support tasks as requested by Hematology, Medical Oncology & Palliative Care Division


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