Job summary
The Department of Pediatrics is seeking a Medical Program Assistant to provide direct support to divisional faculty and staff.This position will be responsible for the coordination of complex daily clinical, academic, and administrative activities, as well as the coordination and organization of the faculty's communications, meeting planning, and both domestic and international travel.
Job seniority: associate level
Responsibilities
• Performs administrative duties to support providers, staff, services, and unit programs.• May serve as the primary contact or customer service representative and subject matter expert.• Tracks, prioritizes, organizes, and completes multiple ongoing clinical, research or academic projects.• Requires Health Insurance Portability and Accountability Act (HIPAA) and Personal Protective Equipment (PPE) knowledge or training.• Performs administrative tasks including telephone customer service, word processing, transcribing, filing, and calendaring.• Acts as the primary liaison for providers or programs and refers stakeholders to providers, agencies, patients, and staff.• Assists in coordinating the complex daily activities of providers or program(s) by entering information into databases, maintaining files and materials, and preparing reports.• Serves as the primary contact and subject matter expert for specified program policies and procedures.• Coordinates with senior management to define program goals and fiscal objectives.• Identifies opportunities for program improvements and makes recommendations to the appropriate entities.• Schedules logistics and secures or distributes resources for program meetings, department events, conferences, and travel.• Assists in completion of annual review packets and scheduling of mentor committee meetings (i.e. Updates Curriculum Vitae, NIH biographical sketches, PubMed identification numbers & MyNCBI)• Division delegate for travel and expense reimbursements in Oracle and E-Reimbursement.
Requirements
• Computer experience in Outlook, Excel, Word and PowerPoint• Effective oral and written communication skills, independent problem solving and analytical skills, attention to detail and organization, and an outgoing and energetic service-oriented approach.• Previous experience providing administrative support in an office setting is strongly preferred.• Previous complex clinical scheduling experience.• Training in and knowledge of HIPAA regulations.• Previous experience providing office administrative support in the UW System.• Superior organizational and time management skills with ability to think proactively and prioritize work is preferred.• Ability to plan and carry out work without direct supervision.
