Administrative Assistant

Position Description:

As Administrative Assistant in the Department of Medicine you will perform administrative duties requiring skill and knowledge of organizational policies and procedures under general supervision. Providing support to the faculty of the Division of Geriatric and Palliative Medicine.

Primary Functions

• Using Outlook Calendar, coordinate and maintain calendar of events, appointments, meetings and travel itineraries. Communicate physician absence to appropriate individuals.
• Answer and relay telephone calls. Resolve and provide answers to routine inquiries and take appropriate messages. Use discretion in information provided. Greet and direct visitors. Maintain records and filing.
• Compose general correspondence, reports, memoranda and other documents using advanced functions of computer applications and software packages, including Outlook, Word, Excel, Power Point, Oracle, Epic and other applications as needed. Proofread documents and ensure they are professional in appearance and grammar. Provide software support including revising existing documents for proper format and grammar.
• Order, maintain and track levels of supplies. Monitor expenditures and evaluate requests for appropriateness. Maintain office equipment.
• Process basic payment requests, requisitions, and invoices.
• Collect and distribute incoming faxes for the Division. Collect and distribute incoming mail and process outgoing mail for assigned physicians.
• Review the attending and on-call schedules in Spok and Qgenda.
• Assist with the onboarding and departure process in the Division. Assist in the credentialing and re-credentialing processes for the faculty and advance practice providers in the Division.
• Assist in Palliative Care studies and CME activities.
• Provide back-up support for other administrative staff when needed. Assist in special projects as needed and perform other duties as assigned.

Knowledge - Skills - Abilities

• Knowledge of computers, clerical procedures, customer service standards, collaboration, and information management.
• Strong written and oral communication skills, with editing and publication knowledge.
• Organization, time management, interpersonal, and problem-solving skills.

Preferred Schedule:



M-F core business hours

Position Requirements:

Appropriate experience may be substituted on equivalent basis

Minimum Required Education: High School Diploma

Minimum Required Experience: 3 years of experience.

Preferred Education: Associate Degree - Communications, Business, Health Administration

Preferred Experience: Administrative support work in a matrixed environment

Why MCW? (edit if necessary, example remove items for interns if not applicable)

• Outstanding Healthcare Coverage, including but not limited to Health, Vision, and Dental. Along with Flexible Spending options
• 403B Retirement Package
• Competitive Vacation and Paid Holidays offered
• Tuition Reimbursement
• Paid Parental Leave
• 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.

For a full list of positions see: www.mcw.edu/careers

For a brief overview of our benefits see: https://www.mcw.edu/departments/human-resources/benefits

Eastern Wisconsin is a vibrant, diverse metropolitan area. MCW is intent on attracting, developing, and retaining a diverse workforce and faculty body that reflects the community we serve. We value diversity of backgrounds, experience, thought, and perspectives to advance excellence in science and medicine. MCW is a welcoming campus community with a strong culture of collaboration, partnership, and engagement with our surrounding community. For more information, please visit our institutional website at https://www.mcw.edu/departments/office-of-diversity-and-inclusion.

MCW as an Equal Opportunity Employer and Commitment to Non-Discrimination


The Medical College of Wisconsin (MCW) is an Equal Opportunity Employer. We are committed to fostering a diverse community of outstanding faculty, staff, and students, as well as ensuring equal educational opportunity, employment, and access to services, programs, and activities, without regard to an individual's race, color, national origin, religion, age, disability, sex, gender identity/expression, sexual orientation, marital status, pregnancy, predisposing genetic characteristic, or military status. Employees, students, applicants or other members of the MCW community (including but not limited to vendors, visitors, and guests) may not be subjected to harassment that is prohibited by law or treated adversely or retaliated against based upon a protected characteristic.

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