Senior Administrative Assistant - Human Resources

The Office of Workforce Engagement, a division within Human Resources, works in collaboration across MCW to drive initiatives that enhance faculty and staff engagement, promotes a culture of belonging, and offers workplace programs that strengthen all of MCW's organizational values - caring, collaboration, curiosity, inclusivity, integrity and respect. The Senior Administrative Assistant serves as a trusted administrative and operational partner supporting both the Office of Workforce Engagement and the Office of Faculty Affairs & Leadership Development. This role provides high-level, proactive administrative support to the Program Director with a primary emphasis on complex calendar management, coordination across two offices, and anticipating organizational needs to ensure efficient daily operations. In addition, this role supports engagement programs, events, and institutional initiatives, requiring strong project coordination, communication, and organizational skills.

The Senior Administrative Assistant reports to the Program Director and collaborates closely with internal stakeholders, demonstrating professionalism, discretion, and independent judgment. An ideal candidate will be detail-oriented, values-based, and have experience supporting the administrative needs of an office.

• Provide proactive, high-level administrative support to the Program Director in support of both offices.

• Manage complex calendar scheduling, including prioritizing requests, resolving scheduling conflicts, coordinating recurring and ad hoc meetings, and supporting cross-functional stakeholder scheduling.

• Anticipate administrative needs and proactively address scheduling, logistical, and operational challenges to support leadership effectiveness.

• Coordinate logistics across two office locations to ensure seamless operations and meeting execution.

• Triage and manage shared inboxes, routing inquiries, and responding as appropriate.

• Prepare meeting agendas, materials, and detailed minutes; track follow-ups and action items.

• Assist in developing presentations and slide decks for leadership meetings, events, and institutional initiatives, handling sensitive and confidential information with a high level of professionalism and discretion.

• Maintain Microsoft Teams channels and shared resources.

• Coordinate office operations, including supply ordering, mail distribution, copier/toner maintenance, and organization of shared storage spaces.

• Coordinate logistics including room reservations, catering, materials, speaker scheduling, and virtual meeting support.

• Provide day-of-event and post-event administrative support.

• Support onboarding and offboarding processes, including coordinating badge and key access, updating onboarding materials, and maintaining operational documentation (e.g., emergency operations plans).

• Assist with talent acquisition processes for both offices, including scheduling interviews and coordinating candidate logistics.

• Assist with budget tracking, monitoring expenditures, and processing financial transactions, including requisitions and invoices.

• Support the tracking of annual office division goals and initiatives.

• Attend team meetings, HR department meetings, and participate on at least one committee.

• Contribute to a collaborative, supportive team environment.

• Other duties as assigned.

• Experience in supporting the administrative needs of an office.

• Strong time management, prioritization, organizational skills, and attention to detail.

• Excellent oral and written communication skills.

• Experience working across all levels of employee classification.

• Efficient self-directed work, ability to remain focused, meet deadlines, and attention to detail.

• Ability to work independently and as part of a team.

• Ability to work cooperatively and fairly with people whose backgrounds may differ from one's own.

Appropriate experience may be substituted on equivalent basis.

Minimum Required Education: High school diploma

Minimum Required Experience: 5 years of experience

Preferred Education:Associate's or Bachelor's Degree

Preferred Experience:5+ years of experience providing administrative support in a professional office environment. Experience with program coordination and HR-related experience is preferred.

Work requires occasionally lifting moderate weight materials, standing, or walking continuously.

Occasional exposure to dust, noise, temperature changes, or contact with water or other liquids. Work is performed in an environmentally controlled environment.

Ability to detect and translate speech or other communication required. May occasionally require the ability to distinguish colors and perceive relative distances between objects.

• 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
• Employee & Family Assistance Program (EFAP)
• 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 brief overview of our benefits see: Benefits Overview

For a full list of positions see: MCW Careers

At MCW all of our endeavors, from our internal operations to our interactions with our partners, are driven by our shared organizational values: Caring - Collaborative - Curiosity - Inclusive - Integrity - Respect. We are committed to fostering an inclusive environment that values diversity in backgrounds, experiences, and perspectives through merit-based processes and in alignment with all applicable laws. We believe that embracing human differences is critical to realize our vision of a healthier world, and we recognize that a healthy and thriving community starts from within. Our values define who we are, what we stand for and how we conduct ourselves at MCW. If you believe in embracing individuality and working together according to these principles to improve health for all, then MCW is the place for you. For more information, please visit our institutional website.

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.