Senior Administrative Assistant - Opthalmology & Visual Sciences

Medical College of Wisconsin; Milwaukee (WI); On-site; USD 52,000 - 68,000; Full time

Benefits offered by this job

Healthcare coverage

403B retirement package

Paid vacation & holidays

Tuition reimbursement

Parental leave

EFAP

Pet insurance

Job summary

Medical College of Wisconsin seeks an Administrative Assistant Sr. to provide high-level support to the Ophthalmology & Visual Sciences department. You will manage complex calendars, compose confidential communications, and coordinate meetings and travel with discretion.

Ideal candidates have 5+ years of experience, strong Microsoft Office skills, and familiarity with Epic, QGenda, Workday, Zoom, and WebEx. This on-site role offers growth within a dynamic academic medical environment.

Qualifications

• Professional administrative support to faculty, leadership, staff, learners, and external stakeholders.
• Strong verbal, written, interpersonal, organizational, critical-thinking, and problem-solving skills.
• Advanced proficiency with Microsoft Office Suite and experience with enterprise systems (Epic, QGenda, Workday, Zoom, WebEx).

Responsibilities

• Anticipate and initiate action regarding administrative functions while coordinating and leading projects.
• Compose and prepare professional correspondence, including confidential emails and documents.
• Support scheduling and travel arrangements; coordinate meetings, seminars, and special projects.
• Process travel reimbursements and maintain filing systems with confidentiality.
• Onboard and offboard staff, including system access coordination.
• Maintain confidentiality of sensitive information per policies.

Skills

Professional support

Verbal communication

Written communication

Interpersonal skills

Organizational skills

Critical thinking

Problem solving

Attention to detail

Customer service

Education

High school diploma

Tools

Epic

QGenda

Workday

Zoom

WebEx

Job description

Summary

In the role of Administrative Assistant Sr. , you will join a highly collaborative and dynamic administrative team that provides comprehensive administrative support to faculty engaged in both clinical care and research activities within the Department of Ophthalmology & Visual Sciences.

Primary Responsibilities

• Anticipate and initiate action regarding administrative functions while coordinating and leading projects, including departmental meetings, seminars, presentations, and special projects.
• Compose and prepare professional correspondence, including confidential emails, letters, memoranda, reports, and other documents as needed.
• Use complex functions of a variety of computer applications and software packages, including Microsoft Outlook, Microsoft 365, Teams, Zoom, WebEx, OneDrive, and other relevant systems, to support administrative functions and develop templates.
• Proofread, edit, and format documents to ensure accuracy, professionalism, and confidentiality.
• Screen, answer, and triage telephone calls and visitors to resolve routine and complex inquiries or direct issues to appropriate resources.
• Coordinate complex schedules, meetings, appointments, conferences, lectures, and travel itineraries and related arrangements.
• Compile data and information from multiple sources to prepare reports, presentations, meeting materials, and other documents.
• Process travel and business expense reimbursements in accordance with institutional policies and procedures.
• Distribute mail, manage departmental communications, and organize filing systems while accurately maintaining records.
• Assist with faculty and staff onboarding and offboarding activities, including coordination of system access and related administrative arrangements.
• Maintain confidentiality of sensitive patient, research, personnel, and institutional information in accordance with applicable policies and regulations.

Knowledge – Skills – Abilities

Demonstrated ability to provide professional administrative support to faculty, leadership, staff, learners, research personnel, and external stakeholders. Strong verbal, written, interpersonal, organizational, critical-thinking, and problem-solving skills, with excellent attention to detail and customer service. Advanced proficiency with Microsoft Office Suite and experience with enterprise systems including Epic, QGenda, Workday, Zoom, WebEx, and similar applications. Ability to manage confidential information with discretion, coordinate complex schedules and competing priorities, meet deadlines, and work independently and collaboratively in a fast-paced environment. Demonstrated initiative, adaptability, sound judgment, and ability to anticipate needs and resolve issues proactively. Familiarity with academic medicine, faculty affairs, research administration, and clinical operations preferred.

Qualifications

Appropriate experience may be substituted on equivalent basis.

Minimum Required Education: High school diploma

Minimum Required Experience: 5 years of experience

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.

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.