Executive Assistant - School of Graduate Studies

Medical College of Wisconsin•Milwaukee, WI

3d•Onsite

About The Position

Provide executive level administrative support for the Dean and Sr. Associate Dean of the School of Graduate Studies. Perform routine and advanced administrative duties requiring considerable skill and in-depth knowledge of organizational processes and systems. Duties include diligent management of dynamic calendars, initiating correspondence, providing requested data to leadership, analyzing data, preparing reports, managing special projects, and ensuring effective use of the Deans' time.

Requirements

Customer Service – Knowledge of principles for creating positive customer experiences via phone, in person, and email
Sound Judgment and Discretion in decision making and handling of confidential information with senior management.
Attention to Detail
Communication – Effectively and clearly exchange information in written or verbal form
Time Management – Skilled managing time in order to ensure work is completed in a timely manner
Clerical – Apply principles of administrative procedures and systems including word processing, managing files and records, and completing forms
Proficiency in Microsoft Office products (especially Outlook/calendaring features)
Associate degree in business or related field
5-7 years of administrative support experience

Nice To Haves

Bachelor’s degree
5-7 years of executive administrative support experience and experience in academic or healthcare setting

Responsibilities

Provide comprehensive administrative and office support to ensure efficient daily operations.
Coordinate office activities, meetings, workshops, retreats, and other departmental events, including logistics, scheduling, travel, room reservations, and audiovisual needs.
Manage executive administrative support for Dean and Sr. Associate Dean, including calendar management, correspondence, meeting agendas, follow-up on directives, and complex scheduling.
Process financial and procurement transactions, including purchase orders, check requests, P-card reconciliations, travel expenses, student awards, and other Workday financial transactions.
Administer and track student health insurance enrollment and compliance for 350+ graduate students, maintaining accurate records and serving as the primary point of contact for insurance-related inquiries and issue resolution.
Serve as the primary internal and external point of contact, fostering collaborative relationships with students, campus partners and external stakeholders.
Prepare, format, proofread, and maintain correspondence, reports, records, and other official documents.
Monitor departmental office supplies and coordinate purchasing and inventory as needed.
Exercise independent judgment in planning, coordinating, and improving administrative processes and office procedures.
Represent the department on committees, task forces, and special projects as assigned.
Monitor general graduate school email account
Graduate Studies Council Administrative Support (i.e., plan, attend, take minutes, etc.)
Back-up and cross-train on application processing and emails
Manage student travel awards (from application to approval)
Lead the planning and execution of Graduate School events, including venue coordination, registration, communications, and on-site event management to ensure a positive participant experience
Perform other duties as assigned.

Benefits

Outstanding Healthcare Coverage, including but not limited to Health, Vision, and Dental.
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.