Administrative Assistant Sr

Position Description:

As an Administrative Assistant Sr in the Transplant Division of Surgery you will perform routine and advanced administrative duties requiring considerable skill and in-depth knowledge of organizational policies and procedures under general direction.

We are looking for a self-starter to proactively manage provider calendars, appointments, meetings and travel arrangements.

Primary Responsibilities

• Exceptional customer service skills needed. Independently resolve routine and more complex inquiries.
• Utilize EPIC/Book It system to schedule/reschedule clinic appointments, diagnostic tests and coordinate surgical procedures, along with generating patient correspondence. Maintain HIPAA confidentiality of department and patient data.
• Screen department and physician incoming phone lines, resolving routine and complex inquiries and relaying messages.
• Prepare materials for all meetings as assigned.
• Compose correspondence as necessary, which may contain confidential information.
• Use complex functions of a variety of computer applications and software packages to prepare and compose correspondence, reports, memorandums, spreadsheets, presentations and other documents. Requires intermediate software skills including Outlook, Word, Excel, and PowerPoint.
• Coordinate schedules, meetings, appointments, and travel itineraries and related arrangements.
• Process and monitor expense reports, payment requests, requisitions and invoices.
• Assist with physician curriculum vitae maintenance and updates within the Faculty Collaboration Database.
• Anticipate and initiate action regarding administrative functions while assisting with or coordinating projects.
• Proofread and format documents to ensure proper format and grammar.
• Compile data and information from multiple sources to prepare reports.
• Distribute mail and organize filing systems accurately maintaining records.
• Collaboratively share group functions with other administrative assistant team members. Provide backup administrative coverage for other administrative staff vacations.

Knowledge - Skills - Abilities

• Knowledge of MS Office (Outlook, Word, Excel, PowerPoint), clerical procedures, customer service standards, collaboration and information management.
• Organization, time management, problem-solving and oral and written communication skills are essential.

Preferred Schedule:



Monday-Friday: Days

Position Requirements:

Appropriate experience may be substituted on equivalent basis.

Minimum Required Education: High school diploma

Minimum Required Experience: 5 years of experience

Preferred Experience: Healthcare

Why MCW? (edit if necessary, example remove items for interns if not applicable)

• 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
• 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 full list of positions see: www.mcw.edu/careers

For a brief overview of our benefits see: https://www.mcw.edu/departments/human-resources/benefits

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.

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 a diverse 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.

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