Position Description:
As an Administrative Assistant in Medicine's Hematology and Oncology Division you will perform administrative duties requiring skill and knowledge of organizational policies and procedures under general supervision. Provide support to the faculty of the Division of Hematology and Oncology. Support the daily operation of the Division and manage special projects. Act as a liaison between faculty and other departments
Primary Functions
- Using Outlook Calendar, coordinate and maintain calendar of events, appointments, meetings and travel itineraries for assigned faculty physicians. 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.
- Process, monitor and maintain records of purchase orders, standing orders, and check requisitions. Reconcile accounts and process invoice payments. Prepare deposits for external and internal funds received by the Division. Prepare and submit travel expense reports for use of professional development funds.
- Order, maintain and track levels of supplies across the different areas of the Division, including research, clinical and administrative offices. Monitor expenditures and evaluate requests for appropriateness.
- Serve as contact person for MCW and Froedtert IS and outside vendors for the purchase, maintenance and configuration of computer hardware, furniture, and workspace. Point of contact for furniture inventory and storage of patient documents (hard copy). Maintain office furniture and lab equipment inventory. Main contact person in the Division for issues related to the phone system (hardware, connections, etc.)
- Anticipate needs in equipment and supply management. Schedule preventive maintenance on office equipment. Troubleshoot office equipment issues and if needed, arrange for outside servicing. Investigate and provide recommendations on replacement of equipment. Collect readings from copy machines and deliver reports to equipment leasing companies.
- Collect and distribute incoming faxes for the Division. Collect and distribute incoming mail and process outgoing mail for assigned physicians.
- Provide other administrative tasks for the Division which may include mail run, answering and relaying telephone calls, greeting and directing visitors, and maintaining records and filing. Carry out recurring office procedures. Respond to differing situations in the work of the area. 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.
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Preferred Schedule:
M-F 8-4:30
Position Requirements:
Specifications 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
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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