Administrative Assistant

Position Description:

As an Adminstrative Assistant in the Department of 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.
• 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.
• Gather information needed to compile and prepare reports from multiple sources following a predetermined reporting schedule.
• Collect and distribute incoming mail and process outgoing mail for assigned physicians.
• 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 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.

Preferred Education: Associate Degree - Communications, Business, Health Administration
Preferred Experience: Experience in scheduling and updating databases

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 an inclusive 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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