Senior Administrative Assistant - Geriatric and Palliative Medicine

Medical College of Wisconsin•Milwaukee, WI

3d•Onsite

About The Position

Under general direction, perform routine and advanced administrative duties requiring considerable skill and in-depth knowledge of organizational policies and procedures. Primarily utilizing MS Outlook, coordinate complex calendar management for faculty, advanced practice providers (APPs) and staff leaders, ensuring synchronization with clinical and academic schedule; review and comprehend clinical schedules in Spok, Epic and Qgenda; identify calendar conflicts and rearrange as necessary. Coordinate schedules, meetings, appointments, and travel itineraries. Demonstrate proficiency in digital collaboration platforms (e.g., Microsoft 365, Zoom, Teams) to manage complex calendars, create shared materials, and support distributed work. Prepare, proofread, and distribute confidential correspondence, reports, memoranda, and other documents. Support faculty and APPs with administrative tasks such the absence request process; CV, resume, and faculty promotion portfolio maintenance; learner precepting and educational rotations. Provide administrative support for divisional and other committees and grants. Responsibilities include scheduling meetings, preparing agendas and materials, managing meeting logistics, attending sessions, capturing and distributing minutes, and ensuring timely follow-up on action items. Anticipate logistical needs and collaborate with stakeholders to support committee/grant goals. Maintain budgets, website information and submit invoice payments as necessary. Prepare agendas, presentations, and meeting materials; take and disseminate minutes as needed. Coordinate continuing medical education events including committee planning meetings, budget, speaker and registrant communications, website, registration, venue coordination and other related responsibilities. Coordinate divisional employee engagement events, including outings, celebrations, wellness events, etc. Use advanced software functions to create templates, macros, and formatted documents. Screen calls and visitors; resolve complex inquiries and triage appropriately. In collaboration with division leadership and Faculty Affairs/Human Resources, coordinate administrative aspects of faculty and APP recruitment, onboarding, departures, and credentialing/re-credentialing. Monitor budgets and process payments, requisitions, and invoices. Assist in training or orienting other administrative staff. Provide backup administrative support and assistance with special projects as needed. Other duties as assigned.

Requirements

Knowledge of Computers
Clerical Procedures
Customer Service Standards
Collaboration and Information Management
Microsoft 365 - Outlook, Word, Excel, Power Point, and Teams
Workday
Virtual Conferencing - Zoom/Teams
Organization
Time Management
Interpersonal, Communication, and Problem-Solving Skills.
High school diploma
5 years of experience

Responsibilities

Coordinate complex calendar management for faculty, advanced practice providers (APPs) and staff leaders, ensuring synchronization with clinical and academic schedule.
Review and comprehend clinical schedules in Spok, Epic and Qgenda; identify calendar conflicts and rearrange as necessary.
Coordinate schedules, meetings, appointments, and travel itineraries.
Demonstrate proficiency in digital collaboration platforms (e.g., Microsoft 365, Zoom, Teams) to manage complex calendars, create shared materials, and support distributed work.
Prepare, proofread, and distribute confidential correspondence, reports, memoranda, and other documents.
Support faculty and APPs with administrative tasks such the absence request process; CV, resume, and faculty promotion portfolio maintenance; learner precepting and educational rotations.
Provide administrative support for divisional and other committees and grants, including scheduling meetings, preparing agendas and materials, managing meeting logistics, attending sessions, capturing and distributing minutes, and ensuring timely follow-up on action items.
Anticipate logistical needs and collaborate with stakeholders to support committee/grant goals.
Maintain budgets, website information and submit invoice payments as necessary.
Prepare agendas, presentations, and meeting materials; take and disseminate minutes as needed.
Coordinate continuing medical education events including committee planning meetings, budget, speaker and registrant communications, website, registration, venue coordination and other related responsibilities.
Coordinate divisional employee engagement events, including outings, celebrations, wellness events, etc.
Use advanced software functions to create templates, macros, and formatted documents.
Screen calls and visitors; resolve complex inquiries and triage appropriately.
In collaboration with division leadership and Faculty Affairs/Human Resources, coordinate administrative aspects of faculty and APP recruitment, onboarding, departures, and credentialing/re-credentialing.
Monitor budgets and process payments, requisitions, and invoices.
Assist in training or orienting other administrative staff.
Provide backup administrative support and assistance with special projects as needed.
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.