Senior Administrative Assistant - Opthalmology & Visual Sciences

Medical College of Wisconsin•Milwaukee, WI

2d•Onsite

About The Position

In the role of Administrative Assistant Sr., you will join a highly collaborative and dynamic administrative team that provides comprehensive administrative support to faculty engaged in both clinical care and research activities within the Department of Ophthalmology & Visual Sciences.

Requirements

Demonstrated ability to provide professional administrative support to faculty, leadership, staff, learners, research personnel, and external stakeholders.
Strong verbal, written, interpersonal, organizational, critical-thinking, and problem-solving skills, with excellent attention to detail and customer service.
Advanced proficiency with Microsoft Office Suite and experience with enterprise systems including Epic, QGenda, Workday, Zoom, WebEx, and similar applications.
Ability to manage confidential information with discretion, coordinate complex schedules and competing priorities, meet deadlines, and work independently and collaboratively in a fast-paced environment.
Demonstrated initiative, adaptability, sound judgment, and ability to anticipate needs and resolve issues proactively.
Minimum Required Education: High school diploma
Minimum Required Experience: 5 years of experience

Nice To Haves

Familiarity with academic medicine, faculty affairs, research administration, and clinical operations preferred.

Responsibilities

Anticipate and initiate action regarding administrative functions while coordinating and leading projects, including departmental meetings, seminars, presentations, and special projects.
Compose and prepare professional correspondence, including confidential emails, letters, memoranda, reports, and other documents as needed.
Use complex functions of a variety of computer applications and software packages, including Microsoft Outlook, Microsoft 365, Teams, Zoom, WebEx, OneDrive, and other relevant systems, to support administrative functions and develop templates.
Proofread, edit, and format documents to ensure accuracy, professionalism, and confidentiality.
Screen, answer, and triage telephone calls and visitors to resolve routine and complex inquiries or direct issues to appropriate resources.
Coordinate complex schedules, meetings, appointments, conferences, lectures, and travel itineraries and related arrangements.
Compile data and information from multiple sources to prepare reports, presentations, meeting materials, and other documents.
Process travel and business expense reimbursements in accordance with institutional policies and procedures.
Distribute mail, manage departmental communications, and organize filing systems while accurately maintaining records.
Assist with faculty and staff onboarding and offboarding activities, including coordination of system access and related administrative arrangements.
Maintain confidentiality of sensitive patient, research, personnel, and institutional information in accordance with applicable policies and regulations.

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.