Administrative Assistant

Position Description:

As an Administrative Assistant in the Department of Medicine you will provide administrative and operational support to the Division of Cardiology, specifically supporting approximately 15 physicians primarily within the Advanced Heart Failure and Interventional Cardiology subspecialties, under general supervision. This role requires familiarity with institutional processes and the ability to manage complex calendars, coordinate meetings, and assist with departmental operations.

Primary Responsibilities

• Manage complex calendars for assigned cardiology faculty, including scheduling meetings, clinic time, and procedures, while coordinating with internal and external stakeholders.
• Initiate, coordinate, and track meeting requests and logistics, including room bookings, virtual links, and agenda preparation.
• Prepare and compose correspondence, reports, memoranda, and other documents using basic and more advanced functions of computer applications and software packages.
• Answer and relay telephone calls, resolve routine inquiries, and take appropriate messages.
• Gather information needed to compile and prepare reports from multiple sources following a predetermined reporting schedule.
• Coordinate and maintain calendar of events, appointments, meetings, and travel itineraries for assigned staff.
• Order, track and maintain office supplies
• Process basic payment requests, requisitions, and invoices.
• Greet and escort visiting faculty, fellows, and other guests; serve as a key point of contact for visiting clinicians and collaborators.
• Maintain records and file system to effectively manage information following regulatory guidelines.
• Respond to various situations in the work of the division or department.
• Other duties as assigned to support the operational needs of the Division of Cardiology.

Knowledge - Skills - Abilities

• Knowledge of Computers
• Clerical Procedures
• Customer Service Standards
• Collaboration and Information Management.
• Organization
• Time Management
• Interpersonal, Communication, and Problem Solving Skills.

Preferred Schedule:



M-F 8-4:30

Position Requirements:

Appropriate experience may be substituted on equivalent basis.

Minimum Required Education: High school diploma

Minimum Required Experience: 3 years of experience


Why MCW?

• 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

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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