University of Wisconsin - Madison

Position Vacancy Listing

PVL # 239167

Position Summary:
This position will provide administrative program support to the department leadership of the Department Neurological Surgery. This position tracks, prioritizes, organizes, and completes multiple ongoing projects in various stages of progress. This position requires an individual with excellent administrative, organizational, and interpersonal skills as well as considerable independence in planning, composing, implementation, and a thorough knowledge of relevant policies and procedures of the Department, School, University, and State of Wisconsin to ensure that the department, faculty and staff maintains conformity with those policies and procedures. This position will also assist the department leadership in the administrative affairs of the department including but not limited to budgeting, HR, Payroll, and Financials. This requires extensive knowledge of the organization, multiple missions, and program of the department and SMPH and UW Health.

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%) Provide administrative support to the department leadership of Neurological Surgery, ensuring that the Director and Operations Manager are provided with specific information necessary to effectively complete projects. A significant aspect involves taking initiative and making responsible and independent decisions that successfully meet the demands of the office.

-Handle scheduling, calendaring, filing, written correspondence, workflow, delegation of assignments, and other related matters for the Director and Operations Manager. Meet regularly with Director and Operations Manager.
-On a daily basis, independently make decisions regarding all communications with and by the Director and Operations Manager. Triage mail, incoming telephone calls and visitors, assuring that callers and visitors receive assistance in a cordial and timely manner. Route outgoing correspondence and reports accordingly. Reach decisions quickly as to which calls the Director and Operations Manager should take immediately, even if this requires interrupting a conference or paging. Prioritize phone messages and return calls by the Director and Operations Manager. Research and provide additional information to the director and Operations Manager to assistant in responding.
-Independently conduct research and gathering information needed by the Director and/or Operations Manager to complete projects. Assist in providing information for surveys the Director participates in, requiring research on different websites and compile the information.
-Alert Director and/or Operations Manager to potential problem situations as they develop.
-Transcribe phone messages as needed.
-Print out e-mails, attachments and reports as needed.
-Special projects as assigned.

(35%) Provide administrative support to the Director of Neurological Surgery regarding finance, budgets, and clinical practice productivity (example - number of clinic sessions, patients seen/scheduled, activity tracking, etc.). Provide assistance to the accountant of the department, ensuring that the Director, Operations Manager, and Accountant are provided with specific information necessary to effectively complete projects. A significant aspect involves taking initiative and making responsible and independent decisions that successfully meet the demands of the office involving financial duties.

-Independently prepare summary reports on faculty/staff and activities, UWMF/UWHC, and outreach clinical activity, procedural and diagnostic activity, clinics utilization and frequency, clinical charge, RVU and revenue production, payor mix and reimbursement, grant awards, and teaching activities in the departments under the direction of the Director. Gather information from multiple sources (Oracle, Epic, department spreadsheets, and databases, etc.) and assemble into reports with minimal instruction and direction.
-Develop and maintain reporting and filing reporting systems related to the tracking and reporting of academic, clinical, and research activities, programs and expenditures in the department.
-Maintain budget and financial reports for the Director. This includes reports for the department, SMPH, UWMF, UWHC, VA hospitals, and UW Foundation. Keep reports up-to-date to ensure most current information is available to the director, using knowledge of the reporting relationships and timelines.
-Develop and maintain spreadsheet and databases on academic, clinical, and research activities, programs and expenditures in the department.
-Assist the Accountant in Neurosurgery with Oracle, academic and clinical practice reports, and miscellaneous reports.
-Serve as department purchasing card holder. Be responsible for appropriate usage and receipts needed for reconciliations.
-Serve as department supply purchaser. Be responsible for and maintain the supplies/equipment for the department.

(20%) Perform miscellaneous departmental administrative duties. A significant aspect involves taking initiative and making responsible and independent decisions that successfully meet the demands of the department.

-Independently coordinate department events such as Distinguished Lecture visits, Research Day, and other annual departmental events.
-Assist in coordination of phone installation and set-up with DoIT Voice Services. Troubleshoot phone and/or voicemail problems, quickly report to DoIT phone maintenance or repair issues as necessary. Create and maintain a database of phone jacks, phone numbers, and room locations within the Department.
-Research and submit PMCIDs. Order keys for the department.
-Submit service requests for the Director and Operations Manager.
-Provide backup support for other support staff when needed. Special projects as assigned. Work with IT, research staff, and accountant to maintain equipment inventory.
-Other duties as assigned.

(5%) Provide HR administrative support for the department administration leadership team.

-Maintain personnel information and reports including hire dates, promotions, termination, PVL logs, etc.
-Maintain the filing system for the department including the personnel files.
-Assist the department administrative leadership team with HR requirements including obtaining signatures and routing letters, faculty tenure, CHS, and volunteer faculty reporting.
-Assist with academic staff monthly leave reports.
-Collect faculty outside income certification reports and FTE Breakdown.
-Assist with the interviewing, hiring, and onboarding process including scheduling.


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