Sr. Administrative Assistant Organ and Tissue Donation Aftercare Program

Versiti•Milwaukee, WI

23d

About The Position

Versiti is seeking a detail-oriented Sr. Administrative Assistant to provide high-level administrative support to its Organ and Tissue Donation Aftercare Program. The role supports physicians and program staff by managing administrative processes, coordinating schedules and meetings, handling communications, and helping ensure work is completed accurately and professionally. The position requires sound judgment, discretion, initiative, and strong customer service in a healthcare environment. The assistant manages calendars and appointments, coordinates meetings and travel, prepares agendas and meeting minutes, follows up on action items and paperwork, and supports physician publications through online research and document creation. Additional duties include ordering supplies through Oracle, handling mail and correspondence, screening calls, maintaining and querying databases, compiling data, preparing reports and spreadsheets, and providing cross-coverage for other administrative assistants.

Requirements

High school diploma or equivalent.
At least 2 years of post-high-school experience in an office, healthcare, or professional services environment; the qualifications section specifies two to three years of post-high-school training or experience.
Experience organizing, maintaining, and querying databases across different systems.
Proficiency with Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, and Teams, as well as Zoom.
Knowledge of business and office procedures.
Exceptional organizational, prioritization, and attention-to-detail skills.
Strong written and verbal communication skills.
Excellent interpersonal and customer service skills, including tact and diplomacy.
Ability to independently problem-solve using sound judgment and critical thinking.
Ability to maintain confidentiality.
Strong self-initiative.
Ability to search online for scientific publications, such as through PubMed.

Nice To Haves

EPIC experience.

Responsibilities

Provide administrative support to the Organ and Tissue Donation Aftercare Program.
Arrange conference calls and other meetings, including meetings with internal and external participants.
Prepare meeting agendas, record and distribute minutes, and ensure identified action items are addressed within the required timeframe.
Provide bookkeeping services, track dues receipts, and send notices as needed.
Proactively manage calendars and appointments, alerting staff to upcoming events and supporting medical staff work schedules while maintaining confidentiality.
Support physicians in preparing publications, including online searches and document creation.
Provide cross-coverage for other administrative assistants.
Coordinate travel arrangements, prepare itineraries, and complete travel reimbursement forms.
Prepare and follow up on paperwork as required.
Place and screen phone calls; respond to inquiries professionally and discreetly.
Order office supplies and manage vendor requests through Oracle.
Open and sort mail and independently handle selected correspondence as appropriate.
Compile data and assist with periodic or special projects, including reports and spreadsheets.
Perform word processing, typing, photocopying, and faxing.
Handle confidential situations and materials appropriately.
Maintain professional service standards with internal and external customers.
Comply with policies and standards and perform other duties as assigned.