Senior Administrative Assistant - Wausau

Medical College of Wisconsin; Wauwatosa (WI); On-site; USD 45,000 - 65,000; Full time

Benefits offered by this job

Healthcare coverage

403B retirement

Vacation and holidays

Tuition reimbursement

Parental leave

Employee assistance program (EFAP)

Pet insurance

On-campus fitness facility

Discounts

Job summary

Medical College of Wisconsin is seeking an experienced administrative support professional to handle routine and advanced duties with discretion. You will act as the campus front line, manage schedules and events, prepare reports, and support budgets.

The role requires strong communication, organizational skills, and proficiency in Microsoft Office. This on-site position offers a comprehensive benefits package and opportunities to contribute across departments.

Qualifications

• Knowledge of administrative and clerical procedures, including word processing and records management.
• Demonstrated customer service skills with students, staff, and external stakeholders.
• Strong organizational and time management abilities to meet deadlines in a fast-paced environment.
• Effective written and verbal communication skills.
• Proficiency in Microsoft Office and office technologies.

Responsibilities

• Serve as the first point of contact for visitors and coordinate campus tours.
• Anticipate actions and lead administrative projects to improve operations.
• Compose confidential correspondence as needed.
• Use MS Office to develop macros and templates.
• Proofread and format documents for accuracy.
• Screen calls and resolve inquiries.
• Coordinate schedules, meetings, travel, and campus events.
• Compile data from multiple sources to prepare reports.
• Order and maintain office supplies; support equipment.
• Assist in budget preparation and monitor expenditures.
• Process payments, requisitions, and invoices.
• Distribute mail and organize filing systems.
• Provide basic audiovisual and tech support for meetings.
• Act as liaison among faculty, staff, students, and partners.
• Support special projects by tracking activities and deadlines.

Skills

Administrative procedures

Customer service

Organizational skills

Written and verbal communication

Microsoft Office

Confidentiality

Time management

Education

High school diploma

Associate degree

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

• Serve as the first point of contact for visitors, providing information, directing inquiries, and coordinating campus tours.


• Anticipate and initiate action regarding administrative functions while coordinating and leading projects.


• Compose correspondence as needed, which may contain confidential information.


• Use complex functions of a variety of computer applications and software packages to develop macros and templates


• Proofread and format documents to ensure accuracy


• Screen telephone calls and visitors to resolve complex inquiries.


• Coordinate schedules, meetings, appointments, travel arrangements and campus events, including room reservations, set up and catering.


• Compile data and information from multiple sources to prepare reports.


• Order and maintain office supplies and coordinate routine office equipment support.


• Assist in budget preparation and monitoring expenditures.


• Process payment requests, requisitions, and invoices.


• Distribute mail and organize filing systems accurately maintaining records.


• Provide basic audiovisual and technology support for meetings, presentations, and videoconferencing.


• Serve as a liaison among faculty, staff, students, external partners, and other campuses.


• Support special projects and campus operations by tracking activities, deadlines, and deliverables.

Knowledge - Skills - Abilities

• Knowledge of administrative and clerical procedures, including word processing, records management, data entry, filing systems, and completion of forms and reports.


• Demonstrated customer service skills with the ability to foster positive and professional interactions with students, faculty, staff, and external stakeholders.


• Strong organizational and time management skills, with the ability to prioritize multiple responsibilities and meet deadlines in a fast-paced environment.


• Effective written and verbal communication skills, with the ability to convey information clearly and professionally.


• Proficiency in Microsoft Office applications and other office technologies, including word processing, spreadsheets, email, calendars, and information management systems.


• Strong interpersonal and problem-solving skills, with the ability to work independently, exercise sound judgment, and contribute positively to a team environment.


• Ability to maintain confidentiality and handle sensitive information with discretion and professionalism.

Qualifications

Appropriate experience may be substituted on equivalent basis.

Minimum Required Education: High school diploma

Minimum Required Experience: 5 years of experience

Preferred Education: Associate degree

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.