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Administrative Assistant Sr

Medical College of Wisconsin

Last Updated: 5/12/22

Job Description

We’re looking for those individuals—the creative thinkers and innovation seekers—who are content with nothing short of changing the world. Discover the endless opportunities within the Medical College of Wisconsin and be inspired by the work we can do together to improve health, and make a positive, daily impact in our communities.

In the role of Administrative Assistant Sr. working in Milwaukee, Wisconsin. Our Administrative Assistant Sr will under general direction, perform routine and advanced administrative duties requiring considerable skill and in-depth knowledge of organizational policies and procedures.


  • Schedule/reschedule patient appointments, diagnostic tests, and surgical procedures efficiently and effectively. Obtain or update existing patient registration information and referrals, as needed. Perform pre-certifications and pre-authorizations in accordance with insurance company guidelines. Send confirmation correspondence to patient outlining visits, testing, locations and other needed information to assure a positive patient experience. Maintain HIPAA confidentiality of department and patient data.
  • Triage patient and provider phone calls, from own phone and division main telephone line. Answer and relay telephone calls, resolve routine inquiries and take appropriate messages. Use discretion in information provided. Exercise good customer service.
  • Obtain outside records, including visit notes, operative reports, and test results. Verify information has been entered in Epic or provide copies to clinic staff to facilitate appointments.
  • Review, coordinate, and maintain Outlook calendar with current administrative and clinic schedule information. Collaborate with other administrative and clinical support staff and providers.
  • Anticipate and initiate action regarding administrative functions while coordinating and leading projects.
  • Coordinate schedules, meetings, appointments, and travel itineraries and related arrangements.
  • Compose correspondence as needed, which may contain confidential information. Proofread and format documents to ensure accuracy, proper grammar, and professional communication.
  • Use complex functions of a variety of computer applications and software packages;
  • Assist in processing payment reimbursement requests, requisitions, and invoices.
  • Distribute mail and organize filing systems accurately maintaining records.
  • Maintain office equipment such as changing toner, photocopier, and fax machine.
  • Other duties as assigned.

Knowledge – Skills – Abilities

  • Knowledge of computers, clerical procedures, customer service standards, collaboration, and information management.
  • Organization, time management, interpersonal, communication, and problem solving skills.

Minimum Qualifications:

Appropriate experience may be substituted for education on an equivalent basis

  • Minimum Required Education: High school diploma
  • Minimum Required Experience: 5 years of experience
  • Preferred Education: Associate degree in medical or administrative assistant program or specialized administrative assistant or executive assistant training.
  • Preferred Experience: 1-year advanced administrative support.

Why MCW?

  • Outstanding Healthcare Coverage, including but not limited to Health, Vison, and Dental. Along with Flexible Spending options
  • 403B Retirement Package
  • Competitive Vacation and Paid Holidays offered
  • Tuition Reimbursement
  • On campus Fitness Facility, offering onsite classes.
  • Additional discounted rates on things as: Select cell phone plans, local fitness facilities, Milwaukee recreation and entertainment etc.

For a full list of positions see:

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.

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.

Company Details

Milwaukee, Wisconsin, United States