Education Programs Assistant

Job Summary:

The Pediatric Education Programs Assistant will provide administrative support to the Undergraduate Medical Education (UME) and Fellowship offerings in the Department of Pediatrics. This will include activities such as coordinating communications, planning meetings, managing catering orders, and managing data such as student schedules and evaluations, fellowship recruitment, and conference attendance. The Education Programs Assistant will work with key stakeholders including the UME Director, Manager, and Coordinator; the fellowship Directors, Manager, and Coordinators; and the Graduate Medical Education Senior Education Programs Assistant. Other responsibilities include keeping required student and fellow files and schedules, reserving spaces for education meetings and annual events, and data management and basic analysis of student and fellow evaluations and trainings. The Education Programs Assistant will be a resource to medical students, fellows, and Education staff about departmental policies related to travel and other expenses. They will also maintain detailed records of financial transactions for budget tracking and review by department leadership. The Education Programs Assistant will provide customer service for internal and external colleagues, including staff, faculty, and trainees.

This position requires a high degree of organization, ability to multi-task, ability to work independently on multiple projects, and a focus on details. Effective interaction with physicians, department personnel, trainees, and external organizations is required. This individual must work effectively as a team member and be comfortable with some task ambiguity.

The Department of Pediatrics at the University of Wisconsin School of Medicine and Public Health is a vibrant academic department comprising more than 200 faculty in 16 subspecialty divisions. The department promotes and enhances the health of children through outstanding clinical care, exemplary education of pediatric trainees, performance of cutting-edge research, and vigorous advocacy. To learn more about the department’s work and accomplishments, please visit: https://www.pediatrics.wisc.edu/.

Responsibilities:

Provides administrative support for a department, group of professionals, or to the manager of a work group consisting of professional staff and subordinate supervisors in support of unit goals, under general supervision

• 25% Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
• 15% Serves as a first point of contact for individuals and groups, provides basic organizational information via phone, in person and through other communication mediums, and routes more complex inquiries to the appropriate entities
• 15% Collects, analyzes, and prepares various communication materials from established sources utilizing technology mediums
• 20% Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures under general supervision
• 25% Maintains established methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures

Institutional Statement on Diversity:

Diversity is a source of strength, creativity, and innovation for UW-Madison. We value the contributions of each person and respect the profound ways their identity, culture, background, experience, status, abilities, and opinion enrich the university community. We commit ourselves to the pursuit of excellence in teaching, research, outreach, and diversity as inextricably linked goals.

The University of Wisconsin-Madison fulfills its public mission by creating a welcoming and inclusive community for people from every background – people who as students, faculty, and staff serve Wisconsin and the world.

Education:

Preferred
H.S. Diploma

Qualifications:

Work Schedule:

Business hours are Monday-Friday, specific hours will be determined upon hire.

Work Type:

Full or Part Time: 80% – 100%

This position may require some work to be performed in-person, onsite, at a designated campus work location. Some work may be performed remotely, at an offsite, non-campus work location.

Appointment Type, Duration:

Ongoing/Renewable

Salary:

Minimum $22.00 HOURLY
Depending on Qualifications
The starting rate for the position is $22 per hour but is negotiable based on experience and qualifications.

Employees in this position can expect to receive benefits such as generous vacation, holidays, and sick leave; competitive insurances and savings accounts; retirement benefits. Benefits information can be found at (https://hr.wisc.edu/benefits/).

SMPH University Staff Benefits flyer: (https://uwmadison.box.com/s/656no0fcpy2tjg86s4v0chtxx25s3vsm)

Additional Information:

The department will not be able to support a request for a J-1 waiver. If you choose to pursue a waiver and apply for our position, neither the UW nor UWMF will reimburse you for your legal or waiver fees.

University sponsorship is not available for this position, including transfers of sponsorship. The selected applicant will be responsible for ensuring their continuous eligibility to work in the United States (i.e. a citizen or national of the United States, a lawful permanent resident, a foreign national authorized to work in the United States without the need of an employer sponsorship) on or before the effective date of appointment. This position is an ongoing position that will require continuous work eligibility. UW-Madison is not an E-Verify employer, and therefore, is not eligible to employ F1 STEM OPT Extension participants. If you are selected for this position you must provide proof of work authorization and eligibility to work.

How to Apply:

To apply for this position, please click on the “Apply Now” button. You will be asked to upload a current resume/CV and a cover letter briefly describing your qualifications and experience.

Contact:

Ashley Mueller
[email protected]
608-265-3961
Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.

Official Title:

Administrative Assistant II(AD002)

Department(s):

A53-MEDICAL SCHOOL/PEDIATRICS/PEDIATRICS

Employment Class:

University Staff-Ongoing

Job Number:

305693-CP

The University of Wisconsin-Madison is an Equal Opportunity and Affirmative Action Employer.

Qualified applicants will receive consideration for employment without regard to, including but not limited to, race, color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, disability, or status as a protected veteran and other bases as defined by federal regulations and UW System policies. We promote excellence through diversity and encourage all qualified individuals to apply.

Employment may require a criminal background check. It may also require you and your references to answer questions regarding sexual violence and sexual harassment.

The University of Wisconsin System will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful candidate will be released. See Wis. Stat. sec. 19.36(7).

The Annual Security and Fire Safety Report contains current campus safety and disciplinary policies, crime statistics for the previous 3 calendar years, and on-campus student housing fire safety policies and fire statistics for the previous 3 calendar years. UW-Madison will provide a paper copy upon request; please contact the University of Wisconsin Police Department.