Administrative Assistant Sr

Medical College of Wisconsin; Milwaukee (WI); On-site; USD 40,000 - 65,000; Full time

Job summary

An established industry player is seeking a proactive Administrative Assistant Sr to support the Division of Colorectal Surgery. In this vital role, you will manage provider calendars, coordinate patient appointments, and ensure smooth clinic operations while maintaining confidentiality. Your skills in communication, organization, and customer service will be essential as you handle inquiries and collaborate with administrative teams. This position offers a dynamic work environment where your contributions will directly impact patient care and clinic efficiency. If you thrive in a fast-paced setting and are eager to make a difference, this opportunity is perfect for you.

Qualifications

• Proficiency in various computer applications and software packages.
• Strong organizational and communication skills required.

Responsibilities

• Manage provider calendars and schedule patient appointments.
• Prepare correspondence and reports while maintaining HIPAA compliance.

Skills

Organizational Skills

Customer Service

Time Management

Communication Skills

Problem-Solving Skills

Education

High School Diploma

Associate's Degree

Tools

Epic

Microsoft Excel

Microsoft PowerPoint

Microsoft Outlook

Microsoft Word

Book-It

Job description

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 calendars, including events, appointments, meetings, and travel itineraries, while maintaining the clinic schedule.

Primary Functions

1. Use complex functions of various computer applications and software packages, including Excel, PowerPoint, Outlook, and Word. Prepare and compose correspondence, reports, memorandums, and other documents. Prepare materials for meetings as assigned. Proofread and revise documents for 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 and department information.
3. Assist with managing incoming phone lines for new patients and physicians. Provide exceptional customer service and independently resolve routine and complex inquiries. Collaborate with other administrative team members.
4. Use Epic/Book it systems to schedule/reschedule patient appointments, diagnostic tests, and coordinate surgical procedures. Cancel clinics and designate alternate dates as needed.
5. Manage new patient referral work queue according to faculty guidelines. Use Epic and Book-It software for scheduling. Update patient registration information and referrals.
6. Prepare and update records for patient appointments. Collect tests, paperwork, and ensure smooth clinic operations. Use Epic and Care Everywhere to locate documentation and distribute outside records and radiology films.
7. Triage patient and provider calls, relay messages, resolve inquiries, and manage complaints appropriately.
8. Provide backup coverage for administrative staff during vacations and sick leave.
9. Coordinate schedules, meetings, appointments, travel, and related arrangements.
10. Create and update provider clinic templates under managerial guidance.
11. Assist with physician CV maintenance within the Faculty Collaboration Database.
12. Submit and track payment requests, requisitions, and invoices.
13. Lead or assist with special projects, coordinating activities and tracking progress.

Knowledge - Skills - Abilities

Proficiency in computer use, clerical procedures, customer service, collaboration, and information management. Strong organization, time management, interpersonal, communication, and problem-solving skills.