Administrative Assistant Sr

Medical College of Wisconsin; Milwaukee (WI); On-site; USD 45,000 - 55,000; Full time

Job summary

A leading healthcare institution in Milwaukee is seeking an experienced Administrative Assistant Sr for the Transplant Division of Surgery. The role requires advanced administrative skills, exceptional customer service, and proficiency in MS Office. The successful candidate will manage calendars, coordinate appointments, and ensure HIPAA compliance while supporting the surgical team.

Qualifications

• Exceptional customer service skills needed.
• Intermediate software skills including Outlook, Word, Excel, and PowerPoint.

Responsibilities

• Manage provider calendars, appointments, and meetings.
• Schedule clinic appointments and coordinate surgical procedures.
• Prepare materials for meetings and compose confidential correspondence.

Skills

Customer Service

Organization

Time Management

Problem Solving

Communication

Tools

MS Office

EPIC

Job description

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

We are looking for a self-starter to proactively manage provider calendars, appointments, meetings and travel arrangements.

Primary Responsibilities

• Exceptional customer service skills needed. Independently resolve routine and more complex inquiries.
• Utilize EPIC/Book It system to schedule/reschedule clinic appointments, diagnostic tests and coordinate surgical procedures, along with generating patient correspondence. Maintain HIPAA confidentiality of department and patient data.
• Screen department and physician incoming phone lines, resolving routine and complex inquiries and relaying messages.
• Prepare materials for all meetings as assigned.
• Compose correspondence as necessary, which may contain confidential information.
• Use complex functions of a variety of computer applications and software packages to prepare and compose correspondence, reports, memorandums, spreadsheets, presentations and other documents. Requires intermediate software skills including Outlook, Word, Excel, and PowerPoint.
• Coordinate schedules, meetings, appointments, and travel itineraries and related arrangements.
• Process and monitor expense reports, payment requests, requisitions and invoices.
• Assist with physician curriculum vitae maintenance and updates within the Faculty Collaboration Database.
• Anticipate and initiate action regarding administrative functions while assisting with or coordinating projects.
• Proofread and format documents to ensure proper format and grammar.
• Compile data and information from multiple sources to prepare reports.
• Distribute mail and organize filing systems accurately maintaining records.
• Collaboratively share group functions with other administrative assistant team members. Provide backup administrative coverage for other administrative staff vacations.

Knowledge – Skills – Abilities

• Knowledge of MS Office (Outlook, Word, Excel, PowerPoint), clerical procedures, customer service standards, collaboration and information management.
• Organization, time management, problem-solving and oral and written communication skills are essential.

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