Medical Program Assistant Jobs in Arlington, WI (NOW HIRING)

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Job Category:
University Staff
Employment Type:
Regular
Job Profile:
Medical Program Assistant
Job Summary:
The BerbeeWalsh Department of Emergency Medicine at the University of Wisconsin School of Medicine and Public Health is seeking a collaborative and detail-oriented Medical Program Assistant to support the department's Education Division. This position plays an integral role in advancing the department's educational mission by providing high-level administrative support to education faculty and leadership while helping ensure the successful coordination of educational programs and initiatives within a dynamic academic medical environment.
The Medical Program Assistant serves as a central resource for education faculty, departmental partners, and external collaborators, providing comprehensive administrative and operational support across a wide range of educational activities. This role coordinates communications, schedules meetings and events, manages calendars and documentation, tracks projects and priorities, assists with faculty and learner-related processes, and supports the planning and execution of educational initiatives. Working closely with Education Division leadership, the position helps ensure efficient operations, effective collaboration, and the seamless delivery of programs that support physician education.
This role is ideal for someone who thrives in a fast-paced environment, enjoys managing multiple priorities, and takes pride in providing exceptional service and organizational support. The Medical Program Assistant contributes directly to the success of the department's educational mission by helping faculty and leadership focus on educating the next generation of physicians while fostering a collaborative and efficient work environment.

• 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.
• This position is Monday through Friday 8:00AM to 4:30PM
• Candidates who demonstrate the following knowledge, skills, and abilities will be given first consideration: strong written communication skills, ability to independently prioritize competing demands in a fast-paced academic medical environment, demonstrated ability to manage multiple concurrent deadlines.

Key Job Responsibilities:

• Assist leadership, faculty, and providers with processing expenses (pre-approval, submission, and reconciliation) through correct channels and ensure appropriate account balances.

• Serves as the primary contact and subject matter expert for specified program policies and procedures

• Assists in coordinating the complex daily activities of providers or program(s) by entering information into databases, maintaining files and materials, and preparing reports

• Coordinates with senior management to define program goals and fiscal objectives

• Acts as the primary liaison for providers or programs and refers stakeholders to providers, agencies, patients, and staff

• 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

• Provide back-up administrative support during absences of other department administrative assistants and provide training and guidance as needed

• Performs administrative tasks including telephone customer service, word processing, transcribing, filing, and calendaring

Department:
School of Medicine and Public Health, BerbeeWalsh Department of Emergency Medicine.
At the BerbeeWalsh Department of Emergency Medicine, our focus is advancing the health of our community through unparalleled investments in exemplary education and training, rigorous discovery and collaboration, and compassionate patient care. Each year, our faculty and staff care for more than 130,000 patients across our emergency departments, serving as a trusted resource for communities throughout Wisconsin and beyond. Our commitment to remarkable healthcare drives us forward, always focused on turning adversity into opportunity and redefining the limits of our specialty.
To complement this mission, Madison offers an exceptional quality of life. Learn more about what makes Madison a top place to live, work, and explore.
Compensation:
The starting hourly wage for the position is $26/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:

• At least one year of administrative experience in an academic, medical, research or office setting
• Proficiency with software programs including Excel, Word, Outlook, at Adobe products
• Experience using virtual conferencing tools (WebEx, Zoom, Microsoft Teams, etc.)
• Excellent interpersonal communication and writing skills
• High level ability to remain focused, attend to detail, meet deadlines, and perform efficiently and effectively under pressure, as well as the ability to independently determine priorities

Preferred Qualifications:

• Demonstrated ability to manage complex calendars, coordinate meetings, and prioritize competing requests for multiple stakeholders
• Experience coordinating travel arrangements, conference registrations, purchasing, expense reimbursements, and other fiscal or administrative processes
• Experience preparing correspondence, meeting materials, reports, and other professional documents
• Experience developing or improving workflows using automation tools (e.g., Power Automate, reporting dashboards, data tracking systems)

Education:
H.S. Diploma Preferred Minimum
How to Apply:
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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
• Resume

Your cover letter should address how your training and experience aligns with the required and preferred qualifications listed above. 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:
Taylor Ungerer, tmjohnson25@wisc.edu
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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