Administrative Assistant Sr

Position Description:

As an Administrative Assitant Sr in Medicine's Pulomonary Division you will perform routine and advanced administrative duties requiring considerable skill and in-depth knowledge of organizational policies and procedures under general direction.

Primary Functions

• Anticipate and initiate action regarding administrative functions.
• Coordinate schedules, meetings, appointments, and travel itineraries and related arrangements. Manage faculty and APP calendars, including meeting coordination, adding clinical responsibilities, and pre-emptively identifying conflicts. Ensure faculty and APPs are apprised of the day's activities and any changes that may occur.
• Schedule and prepare for meetings; gather necessary information, create agendas and PowerPoint presentations, utilize WebEx, Teams, Zoom and/or other virtual meeting software; attend meetings to take and disseminate meeting minutes.
  • Update and maintain faculty CVs, including in Faculty Collaboration Database.
  • Gather medical records, process patient letters and update Epic as needed.
  • Process payment requests, requisitions, and invoices.
  • Assist in coordinating faculty and staff recruitment process, including identification of recruitment dates, creating professional itineraries, gathering feedback from interviewers, etc.
    • Compose correspondence as needed, which may contain confidential information.
    • Use complex functions of a variety of computer applications and software packages to develop macros and templates.
      • Proofread and format documents to ensure accuracy.
      • Assist visitors.
      • Answer multiple telephone lines and assist callers with complex inquiries.
      • 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.

Knowledge - Skills - Abilities

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

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

#LI-SN1

Preferred Schedule:



M-F 8:30-5

Position Requirements:

Minimum Required Education: High school diploma

Minimum Required Experience: 5 years of experience

Preferred Education: Associate degree

Preferred Experience: Experience in academic medical center

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 an inclusive 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.

.