Administrative Assistant Sr

Medical College of Wisconsin; Milwaukee (WI); On-site; USD 40,000 - 70,000; Full time

Job summary

An established industry player is seeking a proactive Administrative Assistant Sr to support the Division of Colorectal Surgery. This role involves managing calendars, coordinating patient appointments, and ensuring smooth operations within a clinical environment. The ideal candidate will have strong organizational and communication skills, with a focus on exceptional customer service. Join a dynamic team that values collaboration and inclusivity, while enjoying comprehensive healthcare benefits and opportunities for professional development. If you are passionate about making a difference in healthcare, this position is perfect for you.

Benefits

Outstanding Healthcare Coverage

403B Retirement Package

Competitive Vacation and Paid Holidays

Tuition Reimbursement

Paid Parental Leave

Pet Insurance

On-campus Fitness Facility

Discounted Cell Phone Plans

Discounts on Local Recreation

Qualifications

• 5 years of administrative support experience in a clinical setting preferred.
• Strong knowledge of HIPAA confidentiality and organizational policies.

Responsibilities

• Manage provider calendars, appointments, and travel itineraries.
• Prepare clinical correspondence and maintain patient data confidentiality.

Skills

Customer Service Skills

Organization Skills

Time Management

Communication Skills

Problem-Solving Skills

Education

High School Diploma or Equivalent

Associate Degree

Tools

Epic

Microsoft Excel

Microsoft PowerPoint

Microsoft Outlook

Microsoft Word

Job description

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Position Description:

As an Administrative Assistant Sr in the Division of Colorectal Surgery, you will perform routine and advanced administrative duties requiring considerable skill and in-depth knowledge of organizational policies and procedures.

We are looking for a self-starter to proactively manage provider calendar(s) of events, appointments, meetings, and travel itineraries while maintaining the clinic schedule.

Primary Functions

1. Use complex functions of a variety of computer applications and software packages including Excel, PowerPoint, Outlook, and Word. Prepare and compose correspondence, reports, memorandums, and other documents. Prepare materials for all meetings as assigned. Proofread to revise existing documents using proper format and grammar.
2. Utilize Epic to prepare clinical, operative, and conference-related correspondence, reports, and other documents. Maintain HIPAA confidentiality of patient data as well as confidentiality of department data.
3. Assist with management of new patient and physician incoming phone lines. Exceptional customer service skills required. Must be adept at independently resolving routine and more complex inquiries as needed. Collaboratively share group functions with other administrative assistant team members.
4. Utilize Epic/Book it system to schedule/reschedule patient appointments, diagnostic tests, and coordinate surgical procedures efficiently; cancel clinics and designate alternate clinic dates as required.
5. Manage new patient referral work queue by designating referrals in accordance with faculty preference guidelines. Use Epic and Book-It software to efficiently coordinate the scheduling of patient diagnostic tests and appointments. Obtain or update patient registration information and referrals as necessary.
6. Prepare and update records for patient appointments. Collect tests, paperwork, and other items necessary to ensure patient appointments run smoothly. Utilize Epic and Care Everywhere to locate necessary documentation. Obtain and distribute outside records and radiology films.
7. Triage patient and provider phone calls. Answer and relay telephone calls, resolve routine inquiries and take appropriate messages. Use discretion in information provided. Manage or escalate patient care complaints as needed.
8. Provide backup administrative coverage for administrative staff vacation and sick time.
9. Coordinate schedules, meetings, appointments, travel itineraries and related arrangements.
10. Create and update provider clinic templates under direction of manager.
11. Assist with physician curriculum vitae maintenance and updates within the Faculty Collaboration Database.
12. Submit and track payment requests, requisitions, and invoices for payment or reimbursement.
13. Assist in or lead special projects as needed. Coordinate activities and track status/progress.

Knowledge – Skills – Abilities

Knowledge of computers, clerical procedures, customer service standards, collaboration, and information management. Organization, time management, interpersonal, communication, and problem-solving skills.

Preferred Schedule:

8:00 AM - 4:30 PM

Position Requirements:

Appropriate experience may be substituted on an equivalent basis

Minimum Required Education: High school diploma or equivalent

Minimum Required Experience: 5 years

Preferred Education: Associate Degree

Preferred Experience: 5 years of administrative support experience within a clinical setting

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
• 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 full list of positions see: www.mcw.edu/careers

For a brief overview of our benefits see: https://www.mcw.edu/departments/human-resources/benefits

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 realizing 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.

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 a diverse 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.