Senior Administrative Assistant - Infectious Disease

Summary

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

Primary Functions

• Support faculty, advanced practice providers, and staff by anticipating and initiating action regarding administrative functions.

• Coordinate and lead projects and track status/progress

• Coordinate and maintain schedules, meetings, and tasks associated with meetings; appointments; and travel itineraries; as well as maintain calendars for assigned faculty and staff.

• Assist with curriculum vitae maintenance and updating of the Faculty Collaborative Database

• Use complex functions of a variety of computer applications and technology. Maintain programs and troubleshoot problems as needed

• Screen telephone calls, faxes, assist visitors, and resolve complex inquiries

• Collaboratively share group functions with other administrative team members

• Compose, proofread, and format general and clinical correspondence and documents as needed, including preparing and composing confidential correspondence.  Proofread documents for accuracy and correctness

• Distribute mail and organize filing systems accurately maintaining records

• Process payment requests, requisitions, and invoices

• Compile data and information from multiple sources to prepare reports

Knowledge – Skills – Abilities

Knowledge of computers, clerical procedures, customer service standards, collaboration, and information management. This includes proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint. Experience in Epic medical records system. Advanced technology skills, including understanding of both Microsoft and Apple operating systems. Experience in using web-based applications. Organization, time management, interpersonal, communication, and problem solving skills.

Qualifications

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:   5 years of experience in a support role with 2 or more years supporting executive professionals or in an academic or healthcare setting                

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Physical Requirements

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

Work Environment

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

Sensory Acuity

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

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Classification

FLSA Status    Non-Exempt

FLSA Test      Administrative  

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
• 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.

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.