Administrative Assistant Senior - GI and Hepatology

Medical College of Wisconsin; Wisconsin; On-site; USD 42,000 - 64,000; Full time

Benefits offered by this job

Health coverage

Vision coverage

Dental coverage

Flexible Spending options

403B Retirement Package

Paid time off and holidays

Tuition reimbursement

Parental leave

Job summary

The Medical College of Wisconsin is hiring for a senior administrative role providing routine and advanced duties requiring knowledge of organizational policies. The position supports calendar management, meeting logistics, and document preparation for multiple faculty and leaders on campus.

Responsibilities include budget monitoring, invoicing, recruitment support, and staff training. The role emphasizes professional correspondence and confidentiality in a complex healthcare environment.

Qualifications

• High school diploma required.
• 5 years of experience required.

Responsibilities

• Coordinate schedules, meetings, and travel itineraries with calendar management for multiple faculty or leaders.
• Proficient in Microsoft 365, Zoom, and Teams to manage calendars and support distributed work.
• Coordinate administrative support for committees: schedule meetings, prepare agendas and materials, take minutes, and follow up on actions.
• Prepare agendas, presentations and documents.
• Create templates, macros, and formatted documents.
• Compose confidential professional correspondence.
• Screen calls and visitors, resolve complex inquiries, and triage.
• Compile reports from multiple sources; support recruitment or onboarding as applicable.
• Monitor budgets and process payments, requisitions, and invoices.
• Assist in training or orienting other administrative staff.

Job description

Summary

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

Primary Responsibilities

• Coordinate schedules, meetings, appointments, and travel itineraries, including complex calendar management for multiple faculty or leaders.

• Demonstrate proficiency in digital collaboration platforms (e.g., Microsoft 365, Zoom, Teams) to manage complex calendars, create shared materials, and support distributed work.

• Coordinate administrative support for departmental or institutional committees. Responsibilities include scheduling meetings, preparing agendas and materials, managing meeting logistics, attending sessions, capturing and distributing minutes, and ensuring timely follow-up on action items. Anticipate logistical needs and collaborate with stakeholders to support committee goals.

• Prepare agendas, presentations, meeting materials and other documents

• Use advanced software functions to create templates, macros, and formatted documents.

• Compose professional correspondence, including documents containing confidential information.

• Screen calls and visitors; resolve complex inquiries and triage appropriately.

• Compile reports using data from multiple sources; support recruitment or onboarding processes as applicable.

• Monitor budgets and process payments, requisitions, and invoices.

• Assist in training or orienting other administrative staff.

• Other duties as assigned

Qualifications

Appropriate experience may be substituted on equivalent basis.

Minimum Required Education: High school diploma

Minimum Required Experience: 5 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.

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.