Senior Administrative Assistant - Geriatric and Palliative Medicine

Medical College of Wisconsin; Milwaukee (WI); On-site; USD 42,000 - 54,000; Full time

Benefits offered by this job

Healthcare coverage

403B retirement package

Vacation and paid holidays

Tuition reimbursement

Paid parental leave

Employee & Family Assistance Program

Job summary

Medical College of Wisconsin is seeking an experienced administrative professional to manage complex calendars for faculty and APPs, using MS Outlook and Epic/Qgenda for scheduling. You will prepare confidential documents, support recruitment activities, and coordinate committee logistics.

You will also assist with CME events, travel arrangements, budgets, and onboarding, while providing backup support on special projects.

Qualifications

• Experience with calendar coordination and confidential correspondence.
• Proficient in Microsoft 365 applications and digital collaboration tools.
• Familiarity with providing administrative support for faculty and APPs.
• Ability to manage budgets, invoices, and travel arrangements.
• Strong communication and problem-solving skills.
• Experience with recruitment onboarding and credentialing processes.

Responsibilities

• Coordinate complex calendars for faculty, APPs, and staff leaders; resolve conflicts.
• Prepare confidential documents, agendas, and meeting materials.
• Support recruitment, onboarding, credentialing, and leaves for faculty and APPs.
• Support committees and grants: minutes, follow-ups, budgets, invoices.
• Coordinate CME events, travel, and registrations.
• Arrange divisional employee engagement events and logistics.
• Train or orient other administrative staff as needed.
• Provide backup support for special projects.

Skills

Calendar management

MS Outlook

Administrative support

Communication

Time management

Organization

Customer service

Workday

Virtual conferencing

Microsoft Teams

Education

High school diploma

Tools

Spok

Epic

Qgenda

Zoom

Teams

Job description

Summary

Under general direction, perform routine and advanced administrative duties requiring considerable skill and in-depth knowledge of organizational policies and procedures.

Primary Responsibilities

• Primarily utilizing MS Outlook, coordinate complex calendar management for faculty, advanced practice providers (APPs) and staff leaders, ensuring synchronization with clinical and academic schedule; review and comprehend clinical schedules in Spok, Epic and Qgenda; identify calendar conflicts and rearrange as necessary. Coordinate schedules, meetings, appointments, and travel itineraries.

• Demonstrate proficiency in digital collaboration platforms (e.g., Microsoft 365, Zoom, Teams) to manage complex calendars, create shared materials, and support distributed work. Prepare, proofread, and distribute confidential correspondence, reports, memoranda, and other documents.

• Support faculty and APPs with administrative tasks such the absence request process; CV, resume, and faculty promotion portfolio maintenance; learner precepting and educational rotations.

• Provide administrative support for divisional and other committees and grants. Responsibilities include scheduling meetings, preparing agendas and materials, managing meeting logistics, attending sessions, capturing and distributing minutes, and ensuring timely follow-up on action items. Anticipate logistical needs and collaborate with stakeholders to support committee/grant goals. Maintain budgets, website information and submit invoice payments as necessary.

• Prepare agendas, presentations, and meeting materials; take and disseminate minutes as needed.

• Coordinate continuing medical education events including committee planning meetings, budget, speaker and registrant communications, website, registration, venue coordination and other related responsibilities.

• Coordinate divisional employee engagement events, including outings, celebrations, wellness events, etc.

• Use advanced software functions to create templates, macros, and formatted documents.

• Screen calls and visitors; resolve complex inquiries and triage appropriately.

• In collaboration with division leadership and Faculty Affairs/Human Resources, coordinate administrative aspects of faculty and APP recruitment, onboarding, departures, and credentialing/re-credentialing.

• Monitor budgets and process payments, requisitions, and invoices.

• Assist in training or orienting other administrative staff.

• Provide backup administrative support and assistance with special projects as needed.

• Other duties as assigned

Knowledge - Skills - Abilities

• Knowledge of Computers
• Clerical Procedures
• Customer Service Standards
• Collaboration and Information Management
• Microsoft 365 - Outlook, Word, Excel, Power Point, and Teams
• Workday
• Virtual Conferencing - Zoom/Teams
• Organization
• Time Management
• Interpersonal, Communication, and Problem-Solving Skills.

Qualifications

Appropriate experience may be substituted on equivalent basis.

Minimum Required Education: High school diploma

Minimum Required Experience: 5 years of experience

#LI-SN1

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.

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Classification

FLSA Status Non-Exempt

FLSA Test Administrative

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.

For a brief overview of our benefits see: Benefits Overview

For a full list of positions see: MCW Careers

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.