Clinical Operations Administrative Specialist

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.

• 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.

This position requires the following knowledge, skills, and abilities:

• Experience in a position requiring self-motivation/initiative and progressively independent decision making

• Exceptional organizational skills

• Ability to take initiative, identifying tasks and taking action, consulting the team as needed

• Ability to make decisions using good judgment and complete work with growing independence

• Provide support/back up coverage of clinical scheduling, monitoring and taking steps to resolve issues or collaborate with manager/administrator

• Implements and executes established policies and procedures for a designated work unit to adhere to unit objectives and to align with established strategies

• Assists 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

• Serves on committees and attends meetings, representing the interests of the unit or program

• Assists, recommends, and advises staff on unit or program administrative issues, personnel matters, and budgetary problems

• Analyzes data and trends, compiles progress reports, and provides appropriate recommendations or conclusions in support of the assigned operational work unit(s)

• Schedules logistics and secures resources for a designated work unit to contribute to the day-to-day operational success

School of Medicine and Public Health, Department of Pediatrics, Clinical Operations

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. To learn more about the department's work and accomplishments, please visit: https://www.pediatrics.wisc.edu/.

The starting salary for the position is $58,450 annually; 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.

• SMPH Faculty /Academic Staff Benefits Flyer 2026

• 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

• 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

Bachelor's Degree preferred; focus in Business Administration, Public Administration, Human Resources or closely related field preferred

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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.

Hope Jende, hope.jende@wisc.edu, 608-262-0149

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

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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).

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