Senior Administrative Assistant - Plastic Surgery
Medical College of Wisconsin, Wauwatosa, WI, United States
Summary
Under general direction, perform routine and advanced administrative duties requiring considerable skill and in-depth knowledge of organizational policies and procedures.
Primary Responsibilities
Anticipate and initiate action regarding administrative functions while coordinating and leading projects.
Coordinate schedules, meetings, appointments, and travel itineraries and related arrangements; manage calendars for multiple physicians
Supports Department education programs:
Support the coordination and implementation of program and institutional activities, including educational events, training, recruitment, interviews, onboarding, scheduling, and graduation.
Provide administrative and operational support to institutional leaders (e.g., Program Directors, Department Chairs) related to accreditation, regulatory, and affiliate requirements.
Maintain and update databases to track program operations, learner progress, and key activities.
Support the recruitment and coordination of preceptors, instructors, and guest speakers.
Assist in the development and distribution of educational and promotional materials such as brochures, handbooks, and communications.
Schedules routine operative cases and in-clinic procedures. Reschedules, cancels surgical procedures efficiently and effectively. Communicates with clinical staff to coordinate mutually acceptable procedural times between the provider offices and the operating room..
Facilitates internal and external communication with staff, providers and patients as needed for surgical scheduling.
Coordinate pre-procedure planning, including pre-op, post-op visits and any necessary diagnostic testing
Generates referral and/or pre-certification orders and follows the pre-certification through completion
Utilizes OpTime (EPIC) for scheduling patients for surgical procedures
Compose correspondence as needed, which may contain confidential information.
Proofread and format documents to ensure accuracy
Screen telephone calls and visitors to resolve complex inquiries.
Compile data and information from multiple sources to prepare reports.
Process payment requests, requisitions, and invoices.
Distribute mail and organize filing systems accurately maintaining records.
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 on equivalent basis.
Minimum Required Education:
High school diploma
Minimum Required Experience:
5 years of experience
#LI-SN1
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.
__________________________________________________________________________________________
Classification
FLSA Status Non-Exempt
FLSA Test Administrative
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.
Under general direction, perform routine and advanced administrative duties requiring considerable skill and in-depth knowledge of organizational policies and procedures.
Primary Responsibilities
Anticipate and initiate action regarding administrative functions while coordinating and leading projects.
Coordinate schedules, meetings, appointments, and travel itineraries and related arrangements; manage calendars for multiple physicians
Supports Department education programs:
Support the coordination and implementation of program and institutional activities, including educational events, training, recruitment, interviews, onboarding, scheduling, and graduation.
Provide administrative and operational support to institutional leaders (e.g., Program Directors, Department Chairs) related to accreditation, regulatory, and affiliate requirements.
Maintain and update databases to track program operations, learner progress, and key activities.
Support the recruitment and coordination of preceptors, instructors, and guest speakers.
Assist in the development and distribution of educational and promotional materials such as brochures, handbooks, and communications.
Schedules routine operative cases and in-clinic procedures. Reschedules, cancels surgical procedures efficiently and effectively. Communicates with clinical staff to coordinate mutually acceptable procedural times between the provider offices and the operating room..
Facilitates internal and external communication with staff, providers and patients as needed for surgical scheduling.
Coordinate pre-procedure planning, including pre-op, post-op visits and any necessary diagnostic testing
Generates referral and/or pre-certification orders and follows the pre-certification through completion
Utilizes OpTime (EPIC) for scheduling patients for surgical procedures
Compose correspondence as needed, which may contain confidential information.
Proofread and format documents to ensure accuracy
Screen telephone calls and visitors to resolve complex inquiries.
Compile data and information from multiple sources to prepare reports.
Process payment requests, requisitions, and invoices.
Distribute mail and organize filing systems accurately maintaining records.
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 on equivalent basis.
Minimum Required Education:
High school diploma
Minimum Required Experience:
5 years of experience
#LI-SN1
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.
__________________________________________________________________________________________
Classification
FLSA Status Non-Exempt
FLSA Test Administrative
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.