Job Description

Job Summary:
Partnering with Infectious Disease (ID) Division and Endocrinology leadership in the Department of Medicine (DOM), the administrative manager will serve as division lead for our Qgenda clinical scheduling integration, manage special operational quality improvement projects, maintain clinical administrative policies and procedures, manage division social media communications, and serve on multiple administrative operational teams. The person in this role operates with a significant level of independence with direct responsibility to the ID Division Administrator and the ID Division Head, and must have a high degree of professionalism, organizational skills, ability to multitask, and ability to interact effectively with persons across the health care and academic setting. This position will supervise two administrative staff within a division administrative team of about six members, and will provide administrative guidance to the Division of Endocrinology administrative team.

Primary areas of focus include physician scheduling and clinical operations. The incumbent will provide leadership through program planning, philanthropic development, and clinical operations. The incumbent will also recommend Division changes, propose, and implement updates to documents, and draft compliance reports to external entities, requiring strong critical thinking skills and writing ability. The position functions as a liaison between the Division leadership, faculty and fellows, clinic management staff, UWHC Medical Staff Office, UWMF personnel, and other programs, synthesizing a vast array of information to advise on and address complex issues.

The responsibilities related to clinical scheduling and operations are done in collaboration with the Medical Directors and clinical managers. These responsibilities will challenge the incumbent to analyze historical and current clinical data, faculty requests for time off, and data related to scheduling optimization and access metrics to ensure adequate, efficient coverage across all clinical sites, proper communication of changes, and effective management and reporting of faculty leave time.

The Division operational support responsibilities of the job, will allow the incumbent to impact the Division in a variety of areas. This position is relied upon to analyze, evaluate, and present data and reports relevant to the Division's academic and clinical operations to Division leadership and relevant Division & DOM committees. The incumbent will also oversee Division compliance with William S. Middleton Memorial Veterans Hospital policies, including communicating policy changes to faculty/staff, and proposing/implementing changes at the Division level to address compliance issues. The position also has a significant administrative support role within the Division.

Responsibilities:
Manages a program and/or programmatic activities. Initiates, develops, and implements operational services that support a defined project, program, work unit, or function to advance program goals and objectives. May supervise staff and/or approve unit expenditures.
25% Plans, implements, executes, and evaluates existing strategies and objectives for a program and makes recommendations to unit leadership for program or function enhancement
25% Identifies workflow needs, contributes to the development of strategic and operational solutions, allocates resources, and implements new or revised unit operational policies and procedures
10% May exercise supervisory authority, including hiring, transferring, suspending, promoting, managing conduct and performance, discharging, assigning, rewarding, disciplining, and/or approving hours worked of at least 2.0 FTE or equivalent employees
20% Schedules logistics and secures resources for program activities across multiple work units to ensure optimum efficiency and compliance with appropriate policies, procedures, and specifications
10% Leads the development and preparation of periodic reports and financial statements, and records progress, status, or other special reports for leadership or external agencies
5% May assist in the development and monitoring of the unit or program budget and approve unit expenditures
5% Monitors and manages clinical credentialing and privileging for the division.
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.

For more information on diversity and inclusion on campus, please visit: Diversity and Inclusion

Education:
Preferred
Bachelor's Degree in health care administration, management or related field strongly preferred.

Preferred
Master's Degree in health care administration, management, or related field preferred.

Qualifications:
Required - Minimum of two years of experience in an administrative support role in an academic medical center setting. Program management experience including basic reporting/data analytic skills. Strong Microsoft Office skills.

Preferred - Experience in managing clinical schedules and managing teams.