Administrative Assistant - Otolaryngology

The Medical College of Wisconsin, Inc.; Wauwatosa (WI); On-site; USD 42,000 - 56,000; Full time

Benefits offered by this job

Health, Vision, Dental

Tuition Reimbursement

Paid Holidays

EFAP

Job summary

The Medical College of Wisconsin, Inc. is seeking an Administrative Assistant to provide comprehensive scheduling support for Otolaryngology (ENT) providers.

You will manage complex calendars, coordinate meetings, and facilitate patient appointments across clinic locations to ensure efficient operations and high-quality patient care. This role requires strong organizational and communication skills, proficiency with office software, and the ability to handle confidential information.

Qualifications

• Minimum education: high school diploma.
• At least 3 years of experience in an administrative/clerical role.
• Epic experience and patient-care experience preferred.

Responsibilities

• Prepare and compose correspondence, reports, memoranda, and other documents using basic and advanced computer applications.
• Answer and relay telephone calls, respond to routine inquiries, and take messages.
• Coordinate calendars, appointments, meetings, travel itineraries, and provider schedules across clinical and administrative duties.
• Schedule, confirm, reschedule, and manage patient appointments across clinic locations.
• Greet and direct visitors and maintain records and filing systems in accordance with guidelines.

Skills

Organization

Time Management

Interpersonal

Communication

Problem Solving

Education

High school diploma

Tools

Epic

Microsoft Office

Job description

Summary

Under general supervision, perform routine administrative duties requiring general knowledge of organizational policies and procedures. The Administrative Assistant provides comprehensive and scheduling support to multiple Otolaryngology (ENT) providers within the Medical College of Wisconsin. The role is responsible for managing complex calendars, coordinating meetings, and facilitating patient scheduling to ensure efficient clinic operations and exceptional patient care.

Primary Responsibilities

Prepare and compose correspondence, reports, memoranda, and other documents using basic and advanced computer applications and software packages. Answer and relay telephone calls, respond to routine inquiries, and take appropriate messages. Gather and compile information from multiple sources to prepare reports according to established reporting schedules. Coordinate and maintain calendars, appointments, meetings, travel itineraries, and provider schedules across clinical, academic, and administrative responsibilities. Schedule, confirm, reschedule, and manage patient appointments across clinic locations, including coordinating multi-provider or multi-department visits to support continuity of care. Communicate appointment details, preparation instructions, updates, and other information to patients, visitors, and care teams. Collaborate with clinical staff, providers, and departments to support efficient scheduling, operations, and patient care coordination. Order and track office supplies and process basic payment requests, requisitions, and invoices. Greet and direct visitors while providing factual information and assistance. Maintain records and filing systems in accordance with regulatory and organizational guidelines. Respond appropriately to routine and unexpected situations within the division or department. Perform other duties as assigned.

Knowledge – Skills – Abilities

Knowledge of Computers, Clerical Procedures, Customer Service Standards, Collaboration and Information Management. Organization, Time Management, Interpersonal, Communication, and Problem Solving Skills.

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. Preferred Experience: Epic experience, patient care experience. #LI-SN1

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.

For a brief overview of our benefits see: Benefits Overview. For a full list of positions see: MCW Careers.

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.

About Us

Together, we can build a healthier world. A student, an educator, a scientist and a community leader - alone, they can do many things. Together, the question isn’t what they can do, but what can’t they. The Medical College of Wisconsin (MCW) brings together the most inquisitive, passionate minds in science, medicine and community engagement to tackle today’s toughest challenges in health and society. Academic medicine is at the center of where scientists, physicians and students work hand-in-hand with the community to ask the most important questions and fuel the cycle of innovation that shapes the future of medicine. The tireless pursuit of knowledge and the power of academic medicine is at the core of everything we do at MCW. Bringing together the world’s top scientists and clinicians, inspired students and invested communities, we are driven to solve the most complex challenges in health and society. With around 1,600 full-time and part-time faculty and approximately 3,500 full-time employees, MCW is home to a diverse group of thought leaders working in collaboration to pioneer pathways to a healthier world and create a continuous cycle of life-changing discovery.