Administrative Assistant 3 - Pediatric Otolaryngology

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Job Category:

University Staff

Employment Type:

Regular

Job Profile:

Administrative Assistant III

Job Summary:

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.

Candidates who demonstrate the following knowledge, skills, and abilities will be given first consideration:

• Managing calendars and scheduling for multiple providers with competing priorities
• Prioritizing a high volume of requests and following through on time-sensitive tasks
• Accuracy and attention to detail in scheduling and records
• Strong writing and editing skills for department communications

Additional Information:

• This position will be onsite during the initial training period. After training period completion, position will become hybrid.
• 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.
• Monday through Friday 8:00a.m.- 4:30p.m.
• This position has been identified as a position of trust with access to vulnerable populations. The selected candidate will be required to pass an initial caregiver check to be eligible for employment under the Wisconsin Caregiver Law and every four years.

Key Job Responsibilities:

• Prepares and audits complex records, edits documents, and reviews work done by others

• Provides department-specific administrative support unique to the operational needs of the Department of Otolaryngology–Head and Neck Surgery.

• Develops, implements, and maintains methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures

• Develops, sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures

• Communications and Marketing: maintains department website, develops and maintains department intranet, coordinates departmental internal and external communications including regular newsletters and other communications targeting key audiences including donors, alumni, and prospective learners/trainees.

• Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations

• Serves as a primary point of contact for individuals and groups, provides organizational information via phone, in person, and through other communication mediums

Department:

School of Medicine and Public Health, Department of Otolaryngology-Head and Neck Surgery, Administration

The Department of Otolaryngology–Head and Neck Surgery at the University of Wisconsin School of Medicine and Public Health (UW SMPH) is seeking a detail-oriented and highly organized Administrative Assistant III to support the faculty of the Division of Pediatric Otolaryngology and department operations. This position plays a critical role in coordinating faculty scheduling, locums provider coordination, insurance peer-to-peer review scheduling, travel and CME logistics, and credentialing support for our pediatric otolaryngology faculty. The successful candidate will join a collaborative administrative team supporting a growing academic department committed to clinical excellence, education, and research.

Compensation:

The starting hourly wage for the position is $23.00 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. For more information, refer to the campus benefits webpage.

• SMPH University Staff Benefits Flyer 2026

Required Qualifications:

• Demonstrated experience providing administrative support in an office, healthcare, or academic setting
• Strong organizational skills with the ability to manage multiple priorities, deadlines, and competing demands
• Excellent written and verbal communication skills
• Proficiency with standard office software (e.g., Microsoft Office Suite, email/calendar platforms)
• Experience coordinating complex scheduling (e.g., meetings, travel, or calendar management)
• Ability to maintain confidentiality and exercise discretion when handling sensitive information

Preferred Qualifications:

• Prior administrative experience in a healthcare, academic medical center, or clinical department setting
• Experience with Epic or other electronic health record (EHR) systems
• Experience with Workday or similar HR/administrative systems
• Familiarity with medical/surgical scheduling, insurance authorization processes, or credentialing procedures
• Experience supporting faculty, physicians, or other clinical/academic staff

Education:

H.S. Diploma preferred.

Associate's degree or coursework in business administration, healthcare administration, or related field preferred.

How to Apply:

For the best experience completing your application, we recommend using Chrome or Firefox as your web browser.

To apply for this position, select either “I am a current employee” or “I am not a current employee” under Apply Now. You will then be prompted to upload your application materials.

Important: The application has only one attachment field. Upload the following documents in that field, either as a single combined file or as multiple files in the same upload area. Failure to submit the required documents will result in no longer being considered for the position.

• Cover letter required
• Resume required

Your cover letter should address how your training and experience aligns with the required and preferred qualifications listed above. Please also describe a time you supported several people with competing requests. How did you prioritize, and how did you make sure nothing fell through the cracks? Application reviewers will rely on these written materials to determine which applicants move forward in the process. References will be requested from final candidates. All applicants will be notified once the search concludes and a candidate is selected.

University sponsorship is not available for this position, including transfers of sponsorship and TN visas. 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. If you are selected for this position, you must provide proof of work authorization and eligibility to work.

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.

Contact Information:

Chanel Vang, [email protected], 608-263-1239

Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.

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.

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

Qualified applicants will receive consideration for employment without regard to, including but not limited to, race, color, religion, sex, sexual orientation, 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 by acknowledging skills and expertise from all backgrounds and encourage all qualified individuals to apply. For more information regarding applicant and employee rights and to view federal and state required postings, visit the Human Resources Workplace Poster website.

To request a disability or pregnancy-related accommodation for any step in the hiring process (e.g., application, interview, pre-employment testing, etc.), please contact the Divisional Disability Representative (DDR) in the division you are applying to. Please make your request as soon as possible to help the university respond most effectively to you.

Employment may require a criminal background check. It may also require your references to answer questions regarding misconduct, including 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). 
 
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