Medical Prog Assistant - APCC

This position provides complex administrative support to the Division of Allergy, Pulmonary, and Critical Care (APCC) within the Department of Medicine, through daily interaction with high-level faculty and staff. The incumbent will interface regularly with the APCC leadership team, faculty, and staff. They will coordinate and perform a wide range of duties to provide administrative and clinical support to the faculty, division, and department.

This position will act as the primary liaison for providers or programs and refers stakeholders to providers, agencies, and staff. The incumbent will initiate, implement, and review the administrative, fiscal, and clerical procedures and activities required for purchasing requests, processing travel and expense reimbursement requests made by Division faculty and staff using Division funds.

Responsibilities will include continuous tracking, prioritizing, organizing, and communicating in support of multiple initiatives at various stages of progress. The position requires outstanding administrative, organizational, interpersonal, and computer skills, as well as the ability to work independently and proactively. As this position must interface with both internal and external partners, a high level of professionalism is expected.

• 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.

• Work schedule Monday - Friday, flexible start and end time during business hours, will be determined at the time of hire. This position will require occasional off-site, evening or weekend hours to assist with picnics, evening presentations, and conferences.

• Terminal 24 month appointment. This position has the possibility to be extended or converted to an ongoing appointment based on need and/or funding.

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

Coordinates with senior management and service line leaders to monitor timely submission of fiscal and regulatory paperwork. Assists the administrative manager, providers, and staff in completing and collecting these requirements. Provides historic data to Division Administration in cases of non-compliance or underperformance to standards to assist in administration follow up.

• 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

Coordinates the completion and record keeping of ongoing regulatory, credentialing, training, promotional, and institutional requirements of the providers and staff assigned to them.

• 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

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

Department:

School of Medicine and Public Health, Department of Medicine, Division of Allergy, Pulmonary and Critical Care

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 Allergy, Pulmonary and Critical Care Medicine, we help people with asthma, allergies, lung disorders and critical illness live their healthiest lives. 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 equity. And we make an impact in Wisconsin and beyond.

Compensation:

The starting hourly wage 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 SMPH University Staff Benefits Flyer 2026

Required Qualifications:

• At least 2 years' experience in an administrative role.

Preferred Qualifications:

• 3+ years' experience providing administrative support to professional or executive level employees, preferably in an academic, medical, or legal environment.

• Previous experience with scheduling or database software.

• Competency using Microsoft Office Suite and conferencing software such as Zoom, WebEx and Teams

• Experience providing administrative support to professional or executive level employees.

• Experience with financial processes and systems including expense reimbursements and purchasing cards.

Education:

High School diploma 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, please click on the "I am a current employee" button or "I am not a current employee" button under Apply Now. 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 the following 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 currently scheduled to end 2 years after the start date and will require eligibility to work until that time. 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:

KassieHefty, kjhefty@medicine.wisc.edu

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

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.