Administrative Assistant Sr

Medical College of Wisconsin; Milwaukee (WI); On-site; USD 10,000 - 60,000; Full time

Job summary

An established industry player is seeking an Administrative Assistant Sr. to support a dynamic team in the Division of Vascular and Endovascular Surgery. This role is crucial for maintaining clinical and academic operations, requiring exceptional organizational skills, effective communication, and a dedication to superior customer service. The ideal candidate will manage calendars, schedule appointments, and assist with medical documentation while ensuring HIPAA compliance. Join a collaborative environment where your contributions will enhance patient care and support a team of dedicated healthcare professionals.

Qualifications

• Exceptional organizational abilities and effective communication skills are vital.
• Knowledge of clerical procedures and customer service standards is essential.

Responsibilities

• Provide administrative support to faculty physicians and manage schedules.
• Schedule patient appointments and assist with medical information collection.
• Maintain organized filing systems and ensure office equipment operation.

Skills

Organizational Skills

Effective Communication

Customer Service

Time Management

Problem-Solving Skills

Tools

Computer Applications

Job description

The Administrative Assistant Sr. plays a critical role in supporting a dynamic team consisting of 13 faculty physicians, 13 advanced practice providers, and an outstanding administrative team. This position is integral to maintaining and supporting the clinical and academic operations of the Division of Vascular and Endovascular Surgery within the Medical College of Wisconsin and Froedtert Health System. Success in this role relies on exceptional organizational abilities, effective communication, discretion, and dedication to superior customer service.

Primary Responsibilities:

1. Provide dedicated administrative support to 3 faculty physicians, managing calendars, scheduling meetings, and arranging travel.
2. Schedule patient appointments and diagnostic tests for the Vascular Surgery clinic, and assist with collecting important and relevant medical information prior to patient appointments, including retrieving external medical records.
3. Communicate clearly with patients to confirm appointments and provide visit information.
4. Answer and triage incoming calls, addressing inquiries and escalating as necessary.
5. Assist faculty in updating professional documentation, including CVs and related academic materials.
6. Utilize multiple computer applications proficiently to support division operations.
7. Manage mail distribution and maintain organized filing systems consistent with retention policies.
8. Ensure proper operation and availability of office equipment (e.g., photocopiers, fax machines).
9. Maintain strict adherence to HIPAA standards and confidentiality.
10. Perform additional 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.