Medical College of Wisconsin

Position Description:

As an Administrative Assistant Sr in the Department of Psychiatry and Behavioral Medicine you will work under the direction of the Program Medical Directors and Managers to coordinate the day-to-day administrative activities of two psychiatry access programs.

1. The Periscope Project (Periscope) is a statewide resource for health care professionals caring for pregnant and postpartum persons struggling with mental health disorders. Periscope builds capacity in frontline healthcare professionals to diagnose and treat perinatal mental health disorders through consultation, education, and resources.
2. The Wisconsin Child Psychiatry Consultation Program (WI CPCP) provides child and adolescent mental and behavioral health education, consultations, and resource support to primary care providers within the State of Wisconsin.

The Administrative Assistant Sr. will provide the necessary support to the project teams as they work towards completing the goals as set forth in each programs’ annual work plan. The programs’ annual work plans are dynamic, and the duties of this position may evolve over the course of the program year as program needs evolve.

The primary function of this position is to triage incoming phone calls and emails from health care providers.

Primary Functions

• Triage phone calls and email inquiries from health care providers to Periscope and WI CPCP promptly and accurately record data in REDCap to ensure timely response from responding psychiatrists.
• Coordinate schedules, meetings, appointments, and travel itineraries and related arrangements.
• Maintain a community resource database with programs and services that support the mental health and wellbeing of perinatal persons and assist with resource database for WI CPCP.
• Manage social media platforms with regular updates on program activities to stay in front of health care providers.
• Assist with executing educational webinars by scheduling Zoom meetings, maintaining registration lists, and creating mass email correspondence.
• Collaborate on the development of program materials including education materials, marketing materials, websites, forms, and reports, proofread and format documents to ensure accuracy.
• Process payment requests, requisitions, and invoices.
• Meet key performance indicator (KPI) goals set by program leaders.
• Work with program leaders to develop, implement, and maintain comprehensive REDcap data files related to the program. Perform quality assurance review of data captured via REDCap.
• Anticipate and initiate action regarding administrative functions while coordinating and leading projects.
• Participate in content development of newsletters and maintain mailing lists for regular contact with providers enrolled in the programs.
• Order and track office supplies and marketing materials to ensure proper inventory for outreach and engagement to statewide clinics and providers.
• Participate on appropriate committees and groups for the advancement of the programs.
• Compose correspondence as needed, which may contain confidential information.

Knowledge – Skills – Abilities

Strong critical thinking, independent decision making, problem solving, and attentiveness to detail are essential to this position. Excellent oral and written communication skills are also required. Strong computer skills are necessary, e.g. MS Office Suite. Ability to understand the ambulatory clinical setting and how to effectively engage busy providers and clinic and support staff is needed. Flexibility – one size or answer does not fit all; ability to adjust problem solving to fit different situations and barriers is an advantage. Prior knowledge of REDCap is beneficial. Knowledge of regional community mental and behavioral health resources is beneficial. Basic knowledge of the DSM-5 is beneficial.

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Preferred Schedule:

M-F

Position Requirements:

Appropriate experience may be substituted on equivalent basis

Minimum Required Education: High school diploma

Minimum Required Experience: 5 years of experience

Preferred Education: Bachelor’s degree

Preferred Experience: Experience working in a health care related field or customer service industry

Why MCW?

• Outstanding Healthcare Coverage, including but not limited to Health, Vision, and Dental. Along with Flexible Spending options
• 403B Retirement Package
• Competitive Vacation and Paid Holidays offered
• Tuition Reimbursement
• Paid Parental Leave
• Pet Insurance
• On campus Fitness Facility, offering onsite classes.
• Additional discounted rates on items such as: Select cell phone plans, local fitness facilities, Milwaukee recreation and entertainment etc.

For a full list of positions see: www.mcw.edu/careers

For a brief overview of our benefits see: https://www.mcw.edu/departments/human-resources/benefits

MCW as an Equal Opportunity Employer and Commitment to Non-Discrimination

The Medical College of Wisconsin (MCW) is an Equal Opportunity Employer. We are committed to fostering a diverse community of outstanding faculty, staff, and students, as well as ensuring equal educational opportunity, employment, and access to services, programs, and activities, without regard to an individual's race, color, national origin, religion, age, disability, sex, gender identity/expression, sexual orientation, marital status, pregnancy, predisposing genetic characteristic, or military status. Employees, students, applicants or other members of the MCW community (including but not limited to vendors, visitors, and guests) may not be subjected to harassment that is prohibited by law or treated adversely or retaliated against based upon a protected characteristic.

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