Administrative Assistant

Position Description:

Purpose

Under general direction, perform routine and advanced administrative duties requiring considerable skill and in-depth knowledge of organizational policies and procedures.

Primary Functions

• Anticipate and initiate action regarding administrative functions.
• Coordinate schedules, meetings, appointments,  travel itineraries and related arrangements.  Manage faculty and Advanced Practice Provider (APP) calendars, including meeting coordination, clinical responsibilities and proactively identifying and assist with resolving conflicts. Ensure faculty and APP’s are apprised of the day’s activities and any changes that may occur.
• Schedule and prepare for meetings; gather necessary information, create agendas and PowerPoints, set up virtual meetings utilizing tools such as Webex, Teams, Zoom and/or other virtual meeting software; attend meetings to take and disseminate meeting minutes.
  • Update and maintain faculty Curriculum Vitaes , and maintain in Faculty Collaboration Database.
  • Gather medical records, process patient letters, and update Epic as needed.
  • Process payment requests, requisitions, reimbursements, and invoices.
  • Assist in coordinating faculty and staff recruitment process, including identification of recruitment dates, creating professional itineraries, gathering feedback from interviewers, and other tasks associated with recruitment.
    • Compose correspondence as needed, some of which may contain confidential information.
    • Use a variety of computer applications, including complex functions, to complete tasks.
      • Proofread and format documents to ensure accuracy.
      • Answer multiple telephone lines and assist callers.
      • Compile data and information from multiple sources to prepare reports.
      • Distribute mail and organize filing systems accurately maintaining records.
      • Assist in training of and act as back-up for other administrative staff.

Preferred Schedule:

Full-time role with expectations for coverage during core business hours and flexibility required as necessary to accommodate business needs.

Position Requirements:

Knowledge – Skills – Abilities

Knowledge of computers, clerical procedures, customer service standards, collaboration, and information management.

Organization, time management, interpersonal, communication, and problem solving skills.

Specifications

Appropriate experience may be substituted on equivalent basis

Minimum Required Education: High school diploma

Minimum Required Experience: 3 years of experience

Preferred Education:                       Associate Degree in Administrative Assisting

Preferred Experience:                     Experience in academic medical center a plus

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
• Additional discounted rates on items such as: Select cell phone plans, local fitness facilities, Milwaukee recreation and entertainment etc.

Diversity and Inclusion

The Medical College of Wisconsin defines diversity as a commitment to recognizing and appreciating the variety of individual differences in an environment that promotes and celebrates individual and collective achievement. The diversity of MCW continues to be an important source of innovative ideas and creative accomplishments.

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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