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Medical College of Wisconsin Careers

Job Details

Administrative Assistant Sr
  • Requisition ID #: 25574
  • Job Category: Administrative Support/Office
  • Employment Type: Full Time
  • Experience Level: Experienced (non-manager)
  • City, State: Milwaukee, WI
  • Work Location: Health Research Center
  • Department: School of Pharmacy Administration
  • Education: High School Diploma

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Position Description:


Provide day to day administrative support to the department chairs, biopharmaceutical and clinical faculty members of the School of Pharmacy and support team.


Primary Functions

  • Anticipate and initiate action regarding administrative functions while coordinating and leading projects.

  • Coordinate and manage the administrative workload for the assigned faculty of the School of Pharmacy.

  • Provide continuous and professional front desk coverage for the School of Pharmacy Administrative Offices, announcing visitors to respective SOP faculty and staff.

  • Perform complete scope of administrative functions including screening phone calls, composing correspondence, which may contain confidential information, maintaining files and the faculty member’s complex calendars. Scheduling and coordinating conference calls and meetings for the faculty of the School of Pharmacy. Includes agenda preparation and meeting minutes for various meetings.

  • Working in accounts payable system, Oracle, to process payments and reimbursements. Responsible for following and staying up to date with MCW and SOP Oracle policies and proceedures.

  • Order all office supplies for the School of Pharmacy; assist in ordering professional lab supplies, and assist

        research faculty in laboratory supply ordering.

  • Assist with any needs related to MCW events including White Coat Ceremony, Commencement, Pinning Ceremony, Leadership receptions, CE events, and other student recruitment events, etc.

  • Assist with faculty and staff recruitment including booking travel, scheduling interviews, catering, and creation of candidate itineraries.

  • Ensure all accommodations for rooms, AV needs and food for each meeting is arranged in advance.

  • Format, type, proofread and edit correspondence, reports, memorandums and other documents for accuracy and correctness. Prepare and distribute general correspondence and special project documentation for internal and external contacts as needed.

  • Initiate follow-ups on the faculty’s directives to ensure timely execution. Work in cooperation with the Business Manager Sr. to achieve timely and complete responses to requests and needs of the faculty of the School of Pharmacy.

  • Assist with the Teaching Certificate Program administrative functions.

  • Distribute mail and organize filing systems accurately maintaining records.

  • Assist with special projects from various members of the School of Pharmacy.

  • Maintain relationships with peers across campus and other partner institutions.

  • Maintain MCW contact lists for faculty leaders and staff leaders.

  • Other duties as assigned.

Preferred Schedule:
8:30 - 5:00pm

Position Requirements:


Appropriate education and/or experience may be substituted on equivalent basis

Minimum Required Education: High school diploma

Minimum Required Experience: 5 years of experience


Preferred Education: High school diploma required. Bachelor’s degree preferred.

Preferred Experience: 5-7years of administrative support experience

About MCW
The Medical College of Wisconsin (MCW) is one of the largest healthcare employers in Wisconsin. We are a distinguished leader and innovator in the education and development of the next generation of physicians, scientists, pharmacists and health professionals; we discover and translate new knowledge in the biomedical and health sciences; we provide cutting-edge, collaborative patient care of the highest quality; and we improve the health of the communities we serve.

We are an Equal Opportunity Employer and do not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity, status as a veteran, and basis of disability or any other federal, state or local protected class.