Administrative Assistant - Geriatric and Palliative Medicine

Medical College of Wisconsin; Milwaukee (WI); On-site; USD 42,000 - 58,000; Full time

Benefits offered by this job

Healthcare benefits

Retirement plan

Paid vacation & holidays

Tuition reimbursement

Parental leave

Employee assistance program

Pet insurance

On-campus fitness facility

Discount programs

Job summary

Medical College of Wisconsin is seeking an administrative professional to support faculty, APPs, and staff. You will manage calendars, coordinate meetings and travel, and prepare documents with Microsoft 365 tools, Zoom, and Teams.

Strong organizational skills and a minimum of 3 years' experience in a medical or academic setting are preferred. The role involves onboarding, credentialing, and CME activities, with opportunities to contribute to special projects and process improvement.

Qualifications

• High school diploma required.
• 3 years of administrative experience.
• Experience coordinating calendars, meetings and travel.

Responsibilities

• Coordinate and maintain calendars for faculty, APPs, and staff, and resolve scheduling conflicts.
• Provide administrative support including correspondence, reports, CVs/resumes, and promotions materials.
• Coordinate recruitment onboarding, departures, and credentialing/re-credentialing processes.
• Assist with learner rotation schedules, precepting, and CME activities.
• Prepare and proofread correspondence, reports, memoranda and other documents; use Microsoft 365, Zoom and Teams for scheduling and communication.
• Process payment requests, requisitions, invoices; order and track office supplies.
• Greet visitors, answer calls, relay inquiries, and manage mail and faxes.
• Maintain records and files; support special projects as needed.

Skills

Computers

Clerical Procedures

Customer Service

Collaboration

Microsoft 365

Workday

Zoom/Teams

Organization

Time management

Education

High school diploma

Tools

Microsoft 365 suite

Workday

Zoom/Teams

Job description

Summary

Under general supervision, perform routine administrative duties requiring general knowledge of organizational policies and procedures.

Primary Responsibilities

• Coordinate and maintain calendars for assigned faculty, APPs, and staff, including clinical and academic schedules; identify and resolve scheduling conflicts; coordinate meetings, events, and travel as needed.
• Provide administrative support to faculty, APPs, and staff, including correspondence, reports, documents, absence requests, CV/resume updates, faculty promotion materials, and other departmental needs.
• Coordinate administrative aspects of faculty and APP recruitment, onboarding, departures, and credentialing/re-credentialing.
• Assist with learner rotation schedules, precepting, and continuing medical education activities.
• Demonstrate proficiency with Microsoft 365, Zoom, and Teams for scheduling, document preparation, and communication. Prepare, proofread, and distribute correspondence, reports, memoranda, and other documents.
• Process payment requests, requisitions, and invoices; order and track office supplies.
• Answer and relay telephone calls, resolve routine inquiries, greet and direct visitors, and manage incoming and outgoing mail and faxes.
• Maintain records and files and provide backup administrative support and assistance with special projects as needed.

Knowledge - Skills - Abilities

• Knowledge of Computers
• Clerical Procedures
• Customer Service Standards
• Collaboration and Information Management
• Microsoft 365 - Outlook, Word, Excel, Power Point, and Teams
• Workday
• Virtual Conferencing - Zoom/Teams
• Organization
• Time Management

Qualifications

Appropriate experience may be substituted for education on an equivalent basis.

Minimum Required Education:High school diploma

Minimum Required Experience:3 years of experience

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.

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.