Administrative Associate - Anesthesiology Community Division

Medical College of Wisconsin; Milwaukee (WI); On-site; USD 40,000 - 60,000; Full time

Benefits offered by this job

Health coverage

Vacations & Holidays

Tuition reimbursement

Parental leave

EFAP

Pet insurance

On-campus fitness facility

Job summary

The Medical College of Wisconsin (MCW) seeks an experienced Administrative Assistant to support the Anesthesia Community Division. You will draft correspondence, manage calendars, prepare materials for leadership meetings, and coordinate communications across teams.

The role emphasizes organization, proactive problem solving, and professional written and verbal communication while maintaining department files and budgets.

Qualifications

• Associate's degree required; education may be substituted with experience.
• Minimum 3 years of administrative support experience.
• Experience supporting department leaders, coordinating complex calendars, and preparing leadership materials is preferred.

Responsibilities

• Coordinate schedules, maintain calendars, and prepare leadership meeting materials.
• Draft presentations, letters, memos, policies, forms and other documents for leadership review.
• Manage calendars, coordinate meetings, and prepare agendas for leadership meetings and departmental events.
• Serve as a key point of contact for diverse audiences and compose emails and correspondence.
• Conduct research, compile data, and prepare presentations and reports for leadership review.

Skills

Organization

Time management

Communication

Problem solving

Education

Associate's degree

Tools

Microsoft Office

Job description

Summary

Perform routine clerical and administrative functions such as drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files, and providing information to visitors. Provide administrative support to Anesthesia Community Division & leadership through calendar management, meeting coordination, departmental communications, reporting, and project support.

Primary Responsibilities

• Provide administrative support to Anesthesia Community Division, including coordinating schedules, maintaining calendar invitations, organizing leadership meetings, and facilitating communication among leaders and stakeholders.
• Create and edit presentations, meeting minutes, letters, memos, policies, forms, and other documents for leadership review and distribution.
• Manage calendars, coordinate meetings, and prepare pertinent agendas or materials, including support for leadership meetings and departmental events.
• Serve as a key point of contact for a variety of audiences and independently compose email and other correspondence.
• Conduct research, compile data, and prepare presentations and reports for leadership review, including operational and scheduling reports as assigned.
• Coordinate and perform status reports, project reports, and other types of information regarding special projects.
• Maintain departmental electronic resources, including shared files, Teams pages, policies, and distribution lists.
• Coordinate with administrative colleagues and other departmental stakeholders to facilitate information sharing, support leadership priorities, and ensure continuity of administrative operations.
• Monitor department budget and summarize financial reports, including monitoring expenditures, preparing purchase orders, check requests, and assisting in budget development.
• Other duties as assigned.

Knowledge - Skills - Abilities

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

Qualifications

Appropriate experience may be substituted for education on an equivalent basis.

Minimum Required Education:Associate's degree

Minimum Required Experience:3 years

Preferred Experience:Experience providing administrative support to department leaders, directors, physicians, APPs, or other senior professionals, coordinating complex calendars, recurring meetings, and multiple competing priorities with a proficiency in Microsoft Office applications, including Outlook, Excel, Word, PowerPoint, and Teams.

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.

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.

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.