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Administrative Assistant Senior - Pediatric Cardiology

Medical College of Wisconsin

Last Updated: 5/06/22

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 provide daily administrative support to the division. Coordinate and lead projects, perform routine clerical and administrative functions such as drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files, and provide information to visitors. Handle confidential materials, maintain confidential files and assist in developing confidential correspondence and reports.


  1. Anticipate and initiate action regarding administrative functions while coordinating and leading projects.
  2. Prepare and compose correspondence, reports, memorandums and other documents using basic and more advanced functions of computer applications and software packages. Proofread and format documents to ensure accuracy. May include confidential information.
  3. Provide administrative support to Director of Pediatric Echocardiography, Psychologists and additional faculty and fellows
  4. Provide administrative support to Pediatric Cardiology Fellowship Program Director and collaborate with educational program coordinator to meet ACGME requirements of pediatric cardiology fellowship
  5. Prepare and distribute schedules to medical students, preceptors and residents to ensure smooth transition of their monthly rotation.
  6. Maintain and distribute educational materials to rotating students and residents monthly.
  7. Coordinate monthly academic teaching calendar of events and meetings. Ensure automated reminders are entered and deployed to the Herma Heart Institute distribution lists.
  8. Screen telephone calls with appropriate professional response to resolve complex inquiries.
  9. Schedule meetings, appointments, travel itineraries and reimbursements

10. Provide cross-coverage for other administrative support team members within the division. Process payment requests, requisitions and invoices.

11. Provide support to our outreach service areas to include but is not limited to registrations, scheduling, and obtaining prior authorizations.

12. Distribute mail and organize filing systems accurately maintaining records.

13. Perform 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.

Preferred Schedule:
Full-time role with expectations for coverage during core business hours and flexibility required as necessary to accommodate business needs.

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

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