Administrative Associate - Surgery Administration

Position Description:

Every great life-changing discovery begins the same way—with new knowledge. It can change everything, from a single life to the future of entire communities. That’s why academic medicine, and the continuous pursuit of knowledge, is at the center of everything we do at the Medical College of Wisconsin (MCW).
As an Administrative Associate in the Department of Surgery's Administration Division you will perform routine clerical and administrative functions such as drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files, and providing information to visitors.

Primary Functions

• Provide electronic calendar management, coordination of meetings, and preparation/assembly of pertinent agendas and materials. Prioritize inquiries and requests while troubleshooting conflicts and make judgements and recommendations to ensure smooth day-to-day schedules. Independently manage arrangements for conference rooms, audiovisual equipment, refreshment/food orders.
• Professionally manage incoming telephone calls, route calls as appropriate, provide resolution to inquiries and prioritize phone messages.
• Manage electronic and paper correspondence. Review, assess, route, answer and monitor follow up action steps on correspondence. Independently gather and analyze information required for executive action. Transcribe and produce error-free documentation from a digital dictation and speech software application and independently compose professional emails and other correspondence.
• Serve as a key point of contact and source of information for a variety of audiences and address inquiries in a professional, expeditious manner.
• Provide multifaceted travel arrangements, including travel, lodging and ground transportation reservations and creation of itinerary portfolios to include materials required for conferences and lectures.
• Coordinate events, including conferences, dinner meetings, and social functions.
• Use multiple software applications including word processing, spreadsheet, graphics, and presentation to create complex workflow charts, spreadsheets, databases, macros, templates, reports, presentations, minutes, letters, memos, and forms.
• Conduct research, compile data, and prepare presentations and reports for leadership review.
• Coordinate and produce status reports, project reports, and other types of information regarding special projects.
• Monitor department budget and summarize financial reports including monitoring expenditures, preparing supporting documentation for purchase orders, check requests and executive expense reimbursements, and assist in budget development.

Knowledge – Skills – Abilities

Knowledge of computers/software applications, office management and clerical procedures including transcription, customer service standards, collaboration, and information management.

Organization, time management, interpersonal, communication, and problem solving skills.

Exercise confidentiality and a high degree of discretion.
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Preferred Schedule:
M-F (3 days 9:00 am - 5:30pm) (2 days 8:30am - 5:00pm)

Position Requirements:

Specifications

Appropriate experience may be substituted for education on an equivalent basis

Minimum Required Education: Associate’s degree

Minimum Required Experience: 3 years

Preferred Education: Business, Communications or related field

Preferred Experience: 3-5 years of progressively complex responsibilities supporting an organizational leader.

Field: Executive assistant for an organization leader

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
• 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

Eastern Wisconsin is a vibrant, diverse metropolitan area. MCW is intent on attracting, developing, and retaining a diverse workforce and faculty body that reflects the community we serve. We value diversity of backgrounds, experience, thought, and perspectives to advance excellence in science and medicine. MCW is a welcoming campus community with a strong culture of collaboration, partnership, and engagement with our surrounding community.For more information, please visit our institutional website at https://www.mcw.edu/departments/office-of-diversity-and-inclusion.

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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