Infectious Disease Medical Program Assistant

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Job Category:

University Staff

Employment Type:

Regular

Job Profile:

Medical Program Assistant

Job Summary:

The Infectious Disease Administrative Team is seeking a Medical Program Assistant. This position will be a part of a team that supports a group of around 30 physicians, 7 fellows, 10 APPs, and around 60 staff members dedicated to the research, clinical, and education missions of the division. This position will support the division in scheduling and calendaring, conference logistics, purchasing, travel and expense reimbursement, and serve as the main contact for teams across the division. 

• 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.

• The work schedule is flexible and will be determined at the time of hire.

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

• Demonstrated ability to work independently and as part of a team

• Demonstrated ability to manage multiple competing priorities while maintaining attention to detail and meeting deadlines

• Ability to identify, describe, synthesize information, and develop processes to implement solutions to problems

• Demonstrated ability to work in a fast-paced, changing environment

• Ability to work cooperatively to coordinate multiple projects and demonstrate independent decision-making

Key Job Responsibilities:

• Schedules logistics and secures or distributes resources for program meetings, department events, conferences, and travel

• Identifies opportunities for program improvements and makes recommendations to the appropriate entities

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

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

• Assists in coordination of divisional CME conference activities.

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

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

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

Department:

School of Medicine and Public Health, Department of Medicine, Division of Infectious Disease, Infectious Disease Administration

Fueled by innovation yet grounded in kindness, the Department of Medicine empowers leaders to transform medicine and improve lives everywhere. We are committed to professional fulfillment and health equity. We strive to ensure that everyone in our department understands the importance of social impact and belonging—and is empowered to champion it in all they do. Join us and be a part of supporting our nationally recognized faculty, innovative medical education programs and exceptional clinical care as we work towards our vision of healthy people and healthy communities!

At the Division of Infectious Disease, we are national experts in infectious disease clinical care and leadership. We lead comprehensive education, research and clinical programs—in partnership with our world-class university and remarkable health system. We are innovative, collaborative and kind. We strive for excellence and health equity. And we make an impact in Wisconsin and beyond.

Compensation:

The starting rate for the position is $24.00 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 and the SMPH University Staff Benefits Flyer 2026.

Required Qualifications:

• 1 year of prior experience in an administrative position or business office environment.

• Experience managing calendars

• Experience with Microsoft Office products

Preferred Qualifications:

• Event planning and support

• Experience in customer service

Education:

H.S. Diploma Preferred Minimum

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 all required documents in that field, either as a single combined file or as multiple files in the same upload area.

Upload required documents:

• Cover letter

• Resume

Your cover letter should address how your training and experience align 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:

Rachel Filipiak, [email protected], (608)263-1545

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). 
 
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.