What are the responsibilities and job description for the WisCARES Administrative Assistant position at University of Wisconsin–Madison?
Job Summary:
This position functions as a front desk administration and cashier at the WisCARES Veterinary Clinic. This is a key position in which the incumbent must develop considerable knowledge of the policies and procedures of WisCARES for smooth and efficient clinic operation. The incumbent must have well-developed skills in multitasking, organization, independent and creative problem- solving skills, and attention to detail.
~80% Answer telephones and emails, responds to or forwards queries as required. Use medical records software to schedule appointments and check-in clients.
~20% Provide administrative support for WisCARES, including but not limited to: ordering supplies, paying invoices, coordinating building maintenance, miscellaneous administrative support tasks.
Responsibilities:
Performs administrative and customer service support in an office setting within a healthcare facility or clinic to provide quality customer service to all patients and staff and ensure smooth administrative operations.- 25% Provides day-to-day operational support to medical work unit personnel
- 5% Prepares documents for patient admissions and appointments
- 25% Serves as front desk staff within a healthcare facility or clinic
- 15% Greets patients, schedules appointments, maintains calendars, schedules tests, and makes referrals according to instructions
- 10% Receives, submits, and responds to inquiries according to established policies and procedures
- 10% Take payment for veterinary medical services, perform weekly revenue reconciliation, perform weekly deposit of revenue, invoice Pets for Life program for services rendered.
- 10% Miscellaneous administrative support tasks such as mailing and sending supplies to clients, interfacing with SVM IT to maintain computer and phone system, managing printer and other non-medical equipment.
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.
Education:
Required
H.S. Diploma
Qualifications:
1-2 years of experience working in an administrative setting. Strong organizational, technical and leadership skills necessary. Experience working in a veterinary medical setting is preferred, but not required.
Work Schedule:
Monday through Friday 8:30 am - 4:30 pm
Work Type:
Full Time: 100%
It is anticipated this position requires work be performed in-person, onsite, at a designated campus work location.
Appointment Type, Duration:
Ongoing/Renewable
Salary:
Minimum $20.00 HOURLY
Depending on Qualifications
Additional Information:
- Ability to work independently, take initiative, and prioritize effectively to meet deadlines.
- Ability to work professionally and collaboratively in a team setting.
- Able to communicate clearly, effectively, and professionally, both within and outside the organization.
- Must be thorough, organized, and highly efficient with computers.
- Ability to analyze situations to exercise good judgement, confidentiality, and discretion in making decisions.
- Ability to listen, ask appropriate questions, and analyze client responses effectively to identify their needs (whether stated or not) and determine appropriate responses and resources
- Experience working in a customer service capacity, effectively working to identify and address needs and resolve problems.
- Strong interpersonal skills that promote trust and mutual respect when relating to others.
- Ability to meet and deal effectively with a variety of constituents with diverse backgrounds, including co-workers, vendors, clients, and people experiencing strong emotions or distress.
- Well-developed skills in multi-tasking, organization, independent and creative problem solving, and attention to detail.
- Comfortable working around animals
- The ideal candidate will be a self-starter who, after on-boarding and on-the-job training, can function with minimal supervision.
Please note that successful applicants are responsible for ensuring their 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 need of employer sponsorship) on or before the effective date of appointment.
How to Apply:
To apply for this position, please click on the "Apply Now" button. You will be asked to upload a resume and cover letter as a part of the application process. Please ensure that the resume and cover letter address how you meet the minimum/preferred qualifications for the position. You will also be asked to provide three professional/supervisor references during the application process. References will not be contacted without prior notice.
Contact:
Jennifer Brooks
jennifer.brooks@wisc.edu
608-263-2200
Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.
Official Title:
Medical Office Assistant (HS008)
Department(s):
A87-SCHOOL OF VET MEDICINE/MEDICAL SCIENCES
Employment Class:
University Staff-Ongoing
Job Number:
310645-CP
The University of Wisconsin-Madison is an Equal Opportunity and Affirmative Action Employer.
Qualified applicants will receive consideration for employment without regard to, including but not limited to, race, color, religion, sex, sexual orientation, gender identity, 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 through diversity and encourage all qualified individuals to apply.Employment may require a criminal background check. It may also require you and your references to answer questions regarding 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.
Salary : $20
