Senior Administrative Assistant - Wausau

The Medical College of Wisconsin, Inc.; Wisconsin; On-site; USD 38,000 - 54,000; Full time

Benefits offered by this job

Health insurance

Tuition Reimbursement

403B Retirement Package

Paid Holidays

Flexible Spending

On campus Fitness Facility

Pet Insurance

Job summary

The Medical College of Wisconsin in Wisconsin is seeking an experienced administrative professional to perform routine and advanced duties, applying in-depth knowledge of organizational policies to support campus operations.

You will coordinate tours, manage calendars, prepare reports, handle invoices, and provide basic audio-visual support for meetings while handling confidential information and collaborating with faculty, staff, students, and external partners.

Qualifications

• Knowledge of administrative and clerical procedures (word processing, records management, data entry, filing systems, forms and reports).
• Demonstrated customer service with professionals, students, staff and external partners.
• Strong organizational and time management to handle multiple tasks and deadlines.

Responsibilities

• Serve as the first point of contact for visitors and coordinate campus tours.
• Coordinate schedules, meetings, travel, and campus events including room reservations and catering.
• Prepare correspondence and reports, including confidential materials.
• Use advanced computer applications to develop macros and templates; proofread and format documents.

Skills

Word processing

Records management

Data entry

Filing systems

Forms and reports

Microsoft Office

Communication

Confidentiality

Education

High school diploma

Associate degree

Tools

Microsoft Office

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 #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.

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.

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.

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.

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.