Administrative Assistant Jobs at Medical College of Wisconsin with Visa Sponsorship

SUMMARY

Under general supervision, provides administrative and operational support to the Division of Cardiovascular Medicine, specifically supporting approximately 15 physicians primarily within the Cardiac Electrophysiology and General Cardiology subspecialties. This role requires familiarity with institutional processes and the ability to manage complex calendars, coordinate meetings, and assist with departmental operations.

PRIMARY RESPONSIBILITIES

• Manage complex calendars for assigned cardiology faculty, including scheduling meetings, clinic time, and procedures, while coordinating with internal and external stakeholders.
• Initiate, coordinate, and track meeting requests and logistics, including room bookings, virtual links, and agenda preparation.
• Prepare and compose correspondence, reports, memoranda, and other documents using basic and more advanced functions of computer applications and software packages.
• Answer and relay telephone calls, resolve routine inquiries, and take appropriate messages.
• Gather information needed to compile and prepare reports from multiple sources following a predetermined reporting schedule.
• Coordinate and maintain calendar of events, appointments, meetings, and travel itineraries.
• Order, track and maintain office supplies.
• Process basic payment requests, requisitions, and invoices.
• Greet and escort visiting faculty, fellows, and other guests; serve as a key point of contact for visiting clinicians and collaborators.
• Maintain records and file system to effectively manage information following regulatory guidelines.
• Respond to various situations in the work of the division or department.
• Other duties as assigned to support the operational needs of the Division of Cardiovascular Medicine.

KNOWLEDGE – SKILLS – ABILITIES

• Knowledge of Computers
• Clerical Procedures
• Customer Service Standards
• Collaboration and Information Management
• Organization
• Time Management
• Interpersonal, Communication, and Problem Solving Skills

QUALIFICATIONS

Appropriate experience may be substituted for education on an equivalent basis.

Minimum Required Education: High school diploma

Minimum Required Experience: 3 years of experience

Physical Requirements

Work requires occasionally lifting moderate weight materials, standing, or walking continuously.

WORK ENVIRONMENT

Occasional exposure to dust, noise, temperature changes, or contact with water or other liquids. Work is performed in an environmentally controlled environment.

SENSORY ACUITY

Ability to detect and translate speech or other communication required. May occasionally require the ability to distinguish colors and perceive relative distances between objects.

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
• Employee & Family Assistance Program (EFAP)
• 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 brief overview of our benefits see: Benefits Overview

For a full list of positions see: MCW Careers

At MCW all of our endeavors, from our internal operations to our interactions with our partners, are driven by our shared organizational values: Caring – Collaborative – Curiosity – Inclusive – Integrity – Respect. We are committed to fostering an inclusive environment that values diversity in backgrounds, experiences, and perspectives through merit-based processes and in alignment with all applicable laws. We believe that embracing human differences is critical to realize our vision of a healthier world, and we recognize that a healthy and thriving community starts from within. Our values define who we are, what we stand for and how we conduct ourselves at MCW. If you believe in embracing individuality and working together according to these principles to improve health for all, then MCW is the place for you. For more information, please visit our institutional website.

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.