Administrative Assistant - Full-time

Children's Wisconsin • Milwaukee, WI

1d • Onsite

About The Position

Children’s Wisconsin is seeking an Administrative Assistant to provide high-level confidential administrative and special project support to the Director(s) they report to. The role uses judgment and discretion to resolve complex office-related situations, interacts with staff at all levels, and requires flexibility and efficiency.

The position supports department operations through guest reception, phone coverage, correspondence, meeting and event coordination, mail distribution, supply and inventory management, records maintenance, accounts payable coordination, and review of department policies and procedures. It is full-time and is ideally scheduled Monday through Friday, 9:00 a.m. to 5:30 p.m., with some flexibility in start and end times. The role is located at Children’s Wisconsin’s 76th Street Clinic in Milwaukee, Wisconsin.

Requirements

• High school graduate, GED, or HSED required.
• At least one year of specialized training or experience in administrative support, equivalent related work experience, or relevant education required.
• Demonstrated computer skills using Microsoft Office applications, including Windows, Word, PowerPoint, Outlook, and Excel.
• Good judgment and organizational ability to prioritize and organize workload to meet daily demands and respond to urgent situations.
• Excellent customer service and interpersonal skills to greet and assist guests and respond professionally, pleasantly, and efficiently.
• Ability to maintain a high level of confidentiality when exposed to a wide variety of organizational matters.

Responsibilities

• Greet guests and visitors, determine the nature of their business, direct them to appropriate staff, and answer routine questions about department functions.
• Answer the department’s main phone lines, provide backup coverage for other department phone lines, respond to general inquiries, and relay messages, identifying calls that require immediate attention.
• Draft, transcribe, type, and proofread specialized and confidential reports, letters, memos, and other correspondence.
• Coordinate meeting and special event arrangements, including invitees, materials, location, and audiovisual needs, ensuring stakeholders and key individuals are available.
• Sort, open, and distribute departmental mail.
• Order and maintain inventory of office supplies, consumable products, and periodicals.
• Maintain records and online storage, including historical meeting minutes, documents, statistical data, budgets, and actual costs.
• Coordinate departmental accounts payable functions, ensuring invoices are correctly coded, processed, and assigned to the correct cost center and subaccounts within the allotted timeframe.
• Coordinate reviews of department policies and procedures.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED