Senior Administrative Assistant - Opthalmology & Visual Sciences

The Medical College of Wisconsin, Inc.; United States; On-site; USD 52,000 - 75,000; Full time

Benefits offered by this job

Health insurance

403B Retirement Plan

Paid holidays

Tuition reimbursement

Job summary

The Medical College of Wisconsin, Inc. is seeking an Administrative Assistant Senior to support a collaborative team within the Ophthalmology & Visual Sciences department.

You will manage complex schedules, prepare correspondence, and handle confidential information with discretion to maintain efficient operations. Ideal candidates have at least five years of administrative experience, strong Microsoft Office skills, and familiarity with enterprise systems such as Epic, QGenda, and Workday.

Qualifications

• Minimum required education is a high school diploma.
• At least 5 years of administrative experience.
• Experience supporting faculty or research operations is preferred.

Responsibilities

• Coordinate meetings, seminars, and travel arrangements.
• Prepare professional correspondence and reports.
• Triage calls and direct inquiries to appropriate resources.
• Prepare reports and meeting materials from multiple sources.
• Process travel and business expense reimbursements per policy.
• Maintain confidential information and filing systems.
• Assist with onboarding/offboarding and system access.

Skills

Professional administrative support

Verbal and written communication

Organizational skills

Problem solving

Education

High school diploma

Tools

Epic

QGenda

Workday

Zoom

WebEx

Microsoft Outlook

Microsoft 365

Teams

OneDrive

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 #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.

________________________________________________________________________________________

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.

Benefits

• 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

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.

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.

About Us

Together, we can build a healthier world. A student, an educator, a scientist and a community leader — alone, they can do many things. Together, the question isn’t what they can do, but what can’t they. The Medical College of Wisconsin (MCW) brings together the most inquisitive, passionate minds in science, medicine, education and community engagement to tackle today’s toughest challenges in health and society. Academic medicine is at the center of where scientists, physicians and students work hand‑in‑hand with the community to ask the most important questions and fuel the cycle of innovation that shapes the future of medicine. Medical College of Wisconsin the tireless pursuit of knowledge and the power of academic medicine is at the core of everything we do at MCW. Bringing together the world’s top scientists and clinicians, inspired students and invested communities, we are driven to solve the most complex challenges in health and society. With around 1,600 full‑time and part‑time faculty and approximately 3,500 full‑time employees, MCW is home to a diverse group of thought leaders working in collaboration to pioneer pathways to a healthier world and drive a continuous cycle of life‑changing discovery.