WisCARES Receptionist
Requisition number: JR10002206
Location: Madison, Wisconsin
Category: Health and Wellness Services
Time type: Full time
Application period opens: Aug. 13, 2025
Apply by: Aug. 26, 2025, at 11:59 p.m. CDT
Current Employees: If you are currently employed at any of the Universities of Wisconsin, log in to Jobs Hub to apply through the internal application process.
Job category:
University Staff
Employment type:
Regular
Job profile:
Medical Office Assistant
Job duties:
This position functions as a front desk receptionist and cashier at 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.
Key job responsibilities:
Essential Responsibilities:
- 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
Unique Responsibilities:
- 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.
Department:
UW Madison School of Veterinary Medicine, WisCARES
Compensation:
Minimum $20/hr
Required qualifications:
1-2 years of experience working in a reception setting. Strong organizational, technical and leadership skills necessary.
A successful candidate must also possess the following:
- 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.
Preferred qualifications:
Experience working in a veterinary medical setting is preferred, but not required.
Education:
H.S. Diploma
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.
To ensure consideration, application must be received by: August 27, 2025
Contact information:
For questions about this position, please contact Jennifer Brooks at ....
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
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, click here.
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.
Apply Now
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Requisition number: JR10002206
Location: Madison, Wisconsin
Category: Health and Wellness Services
Time type: Full time
Application period opens: Aug. 13, 2025
Apply by: Aug. 26, 2025, at 11:59 p.m. CDT
Current Employees: If you are currently employed at any of the Universities of Wisconsin, log in to Jobs Hub to apply through the internal application process.
Job category:
University Staff
Employment type:
Regular
Job profile:
Medical Office Assistant
Job duties:
This position functions as a front desk receptionist and cashier at 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.
Key job responsibilities:
Essential Responsibilities:
- 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
Unique Responsibilities:
- 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.
Department:
UW Madison School of Veterinary Medicine, WisCARES
Compensation:
Minimum $20/hr
Required qualifications:
1-2 years of experience working in a reception setting. Strong organizational, technical and leadership skills necessary.
A successful candidate must also possess the following:
- 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.
Preferred qualifications:
Experience working in a veterinary medical setting is preferred, but not required.
Education:
H.S. Diploma
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.
To ensure consideration, application must be received by: August 27, 2025
Contact information:
For questions about this position, please contact Jennifer Brooks at ....
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
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, click here.
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.
Apply Now
Are you a current employee at any
University of Wisconsin campus?
I am a current employee
I am not a current employee
Questions?
Frequently Asked Questions
Disability Accommodations
Pay Transparency Policy Statement
Contact Us
Refer a Friend
Your First Name (required)
Your Last Name (required)
Your Email Address (required)
Friend's Information:
Send
Job ID: 489498624
Originally Posted on: 8/15/2025
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