University of Wisconsin - Madison

Position Vacancy Listing

PVL # 238291

Position Summary:
This is a position of moderate difficulty. Under general supervision, the incumbent will serve as the department contact and administrative support to the faculty coordinator of the Grand Rounds and Visiting Professor Educational Programs, MOCA classes and education-related department-sponsored events such as retreats, conferences, and resident graduation. This position will also assist as back-up for Department of Anesthesiology general Events Coordinator.

The Department of Anesthesiology is comprised of 93 faculty, 62 residents and fellows, 72 clinical anesthetists, and approximately 60 research, administrative, and support staff. The Anesthesiology Department provides clinical care to UW Hospital and Clinics (UWHC) in-patient main operating rooms, the Outpatient Surgical Center (OSC), and the Ambulatory Procedure Center (APC), the American Family Children's Hospital (AFCH) operating rooms; and associated post-anesthesia care units (PACU); Digestive Health Center, The American Center Hospital, three outside ambulatory facilities: Madison Surgery Center (MSC), Transformations Cosmetic Surgery Center (TSC), and Generations; and Madison Surgery Center Interventional Pain Management, and the Pain Clinic- East.

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:
Job Responsibilities

40% Acts as the primary liaison for providers or program and referring providers, agencies, patients, and staff. Serve as contact and administrative support to the faculty coordinator of the Grand Rounds and Visiting Professor Educational Programs. The Department of Anesthesiology Grand Rounds and Visiting Professor Programs consist of a presentation given three to four times each month by either a local physician (UW Anesthesiology Department faculty member or resident, or physician from another specialty), or a nationally or internationally distinguished Visiting Professor. Administration of these programs requires the ability to communicate effectively both via email and in person, a high-level of organization and prioritization, attention to detail, and flexibility. Administration of this program requires a significant amount of time each week as well as continual correspondence with the presenters.

25% Schedules logistics and secures or distributes resources for education-related program meetings, events, conferences, and travel.
- Coordinate catering and menu, parking, facility or conference room reservation, etc. for education-related events
- Coordinate and serve as the department contact and administrative support for MOCA courses, CME programs (such as Arndt Airway Conference), and back-up for department-sponsored events such as holiday/seasonal parties, retreats and conferences.

15% Performs administrative tasks including telephone customer service, word processing, transcribing, filing, and calendaring.
- Assistance includes expense and travel reimbursements and document management, collecting and disseminating materials for education-related activities and programs, processing OR shadowing requests, and managing AHA coursework support and credentialing.

5% Assists in coordinating education web presence.

5% Serves as the primary contact and subject matter expert for specified program policies and procedures.
- To include process of budgeting, booking, and catering for education-related events as well as expense and travel reimbursements.

5% Coordinates with senior management to define program goals and fiscal objectives.
- Will work with department administrator, associate administrator, and communications manager to ensure that department events are appropriate and cost-effective, and with faculty coordinators to meet needs of Grand Rounds and CME program.

5% Identifies opportunities for program improvements and makes recommendations to the appropriate entities.
- The Department of Anesthesiology is interested in identifying and implementing process and program improvements in all areas. We value employees that are able to work within a team and engage in strategic thinking to improve the working environment for all members of the department. Incumbent will effectively communicate new ideas in team meetings and with their direct supervisor.

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