Clinical Operations Administrative Specialist
UW School of Medicine and Public Health, Madison, WI, United States
Current Employees
If you are currently employed at any of the Universities of Wisconsin, log in to Workday to apply through the internal application process.
Job Category
Academic Staff
Employment Type
Regular
Job Profile
Administrative Specialist
Work Location
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.
Job Summary
The Department of Pediatrics is seeking an Administrative Specialist to join our Clinical Operations team. Examples of responsibilities include: development and administration of clinical onboarding/offboarding tools and processes for each division, support improvements in revenue generation (develop/administer coding reporting, collaborate with coding team on divisional opportunities, facilitate education and response to audit information around coding and billing practices, etc.), facilitation of physician licensing & credentialing completion, support of operational reporting, evaluation, and data management, etc. The incumbent will be instrumental in coordinating complex daily activities, ensuring smooth and efficient administrative operations, and collaborating with leadership in development of workflows supporting clinical practice needs. This position requires a high degree of organization, effective task and productivity tracking, ability to work collaboratively on multiple projects, and a focus on details. The ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality is essential.
Key Job Responsibilities
Provide support/back up coverage of clinical scheduling, monitoring and taking steps to resolve issues or collaborate with manager/administrator.
Implement and execute established policies and procedures for a designated work unit to adhere to unit objectives and to align with established strategies.
Assist faculty in completion of state licensing, credentialing and other regulatory requirements, tracking data, due dates, workflow to ensure deadlines are met and minimizing effort required for completion.
Serve on committees and attend meetings, representing the interests of the unit or program.
Assist, recommend and advise staff on unit or program administrative issues, personnel matters, and budgetary problems.
Analyze data and trends, compile progress reports, and provide appropriate recommendations or conclusions in support of the assigned operational work unit(s).
Schedule logistics and secure resources for a designated work unit to contribute to the day‑to‑day operational success.
Department
The Department of Pediatrics at the University of Wisconsin School of Medicine and Public Health is a vibrant academic department comprising more than 230 faculty members 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. Our faculty and research staff enjoy a robust infrastructure of services as well as the opportunity to contribute to our world‑class research portfolio — since 2015 the department has ranked among the Top 20 pediatrics departments receiving NIH funding, according to Blue Ridge Institute for Medical Research. To provide remarkable health care for everyone in our community, we are committed to fostering a diverse, equitable, and inclusive environment in all aspects of our work.
Compensation
The starting salary for the position is $58,450 annually; but is negotiable based on experience and qualifications.
Benefits
Employees in this position can expect to receive benefits such as generous vacation, holidays, and sick leave; competitive insurances and savings accounts; retirement benefits.
Required Qualifications
Minimum three years of experience in an advanced administrative position.
Experience managing complex workflows and coordinating projects/tasks.
Proficiency/advanced skills in Microsoft Excel, Word, Outlook, PowerPoint.
Preferred Qualifications
Experience working with datasets, using Excel, Smartsheets, or other analysis/reporting tools to support reporting needs with demonstrated history in creating/using operational data to guide decision making.
Experience working in higher education or health care environment supporting clinical operations.
Project management experience/certification, experience managing projects.
Education
Bachelor's Degree preferred; focus in Business Administration, Public Administration, Human Resources or closely related field preferred.
EEO Statement
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. 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. Employment may require a criminal background check. It may also require your references to answer questions regarding misconduct, including sexual violence and sexual harassment.
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If you are currently employed at any of the Universities of Wisconsin, log in to Workday to apply through the internal application process.
Job Category
Academic Staff
Employment Type
Regular
Job Profile
Administrative Specialist
Work Location
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.
Job Summary
The Department of Pediatrics is seeking an Administrative Specialist to join our Clinical Operations team. Examples of responsibilities include: development and administration of clinical onboarding/offboarding tools and processes for each division, support improvements in revenue generation (develop/administer coding reporting, collaborate with coding team on divisional opportunities, facilitate education and response to audit information around coding and billing practices, etc.), facilitation of physician licensing & credentialing completion, support of operational reporting, evaluation, and data management, etc. The incumbent will be instrumental in coordinating complex daily activities, ensuring smooth and efficient administrative operations, and collaborating with leadership in development of workflows supporting clinical practice needs. This position requires a high degree of organization, effective task and productivity tracking, ability to work collaboratively on multiple projects, and a focus on details. The ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality is essential.
Key Job Responsibilities
Provide support/back up coverage of clinical scheduling, monitoring and taking steps to resolve issues or collaborate with manager/administrator.
Implement and execute established policies and procedures for a designated work unit to adhere to unit objectives and to align with established strategies.
Assist faculty in completion of state licensing, credentialing and other regulatory requirements, tracking data, due dates, workflow to ensure deadlines are met and minimizing effort required for completion.
Serve on committees and attend meetings, representing the interests of the unit or program.
Assist, recommend and advise staff on unit or program administrative issues, personnel matters, and budgetary problems.
Analyze data and trends, compile progress reports, and provide appropriate recommendations or conclusions in support of the assigned operational work unit(s).
Schedule logistics and secure resources for a designated work unit to contribute to the day‑to‑day operational success.
Department
The Department of Pediatrics at the University of Wisconsin School of Medicine and Public Health is a vibrant academic department comprising more than 230 faculty members 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. Our faculty and research staff enjoy a robust infrastructure of services as well as the opportunity to contribute to our world‑class research portfolio — since 2015 the department has ranked among the Top 20 pediatrics departments receiving NIH funding, according to Blue Ridge Institute for Medical Research. To provide remarkable health care for everyone in our community, we are committed to fostering a diverse, equitable, and inclusive environment in all aspects of our work.
Compensation
The starting salary for the position is $58,450 annually; but is negotiable based on experience and qualifications.
Benefits
Employees in this position can expect to receive benefits such as generous vacation, holidays, and sick leave; competitive insurances and savings accounts; retirement benefits.
Required Qualifications
Minimum three years of experience in an advanced administrative position.
Experience managing complex workflows and coordinating projects/tasks.
Proficiency/advanced skills in Microsoft Excel, Word, Outlook, PowerPoint.
Preferred Qualifications
Experience working with datasets, using Excel, Smartsheets, or other analysis/reporting tools to support reporting needs with demonstrated history in creating/using operational data to guide decision making.
Experience working in higher education or health care environment supporting clinical operations.
Project management experience/certification, experience managing projects.
Education
Bachelor's Degree preferred; focus in Business Administration, Public Administration, Human Resources or closely related field preferred.
EEO Statement
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. 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. Employment may require a criminal background check. It may also require your references to answer questions regarding misconduct, including sexual violence and sexual harassment.
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