Administrative Associate For The VP Of IS

Medical College of Wisconsin

 

 

Provide a wide range of administrative support including management of calendars, coordinating meeting logistics, researching and preparing materials, and serving as a key point of contact for the VP of IS, Directors of Application Development, Information Technology and the Manager of Voice, Video and Media Services. Anticipate the needs of direct supervisors; prepare a wide variety of correspondence and reports; draft memos/letters and email in response to routine questions while using independent judgment and critical thinking skills. Execute a variety of tasks crucial to the efficient operation of the department ensuring it runs smoothly by working collaboratively with others while maintaining an upbeat and professional image.

 

Build Trust: Operate with transparency, no hidden agenda; place confidence in colleagues, give proper credit to others. Follow through on agreed upon actions. Treat sensitive or confidential information appropriately. Keep emotions under control. Exhibit ethical and moral behavior in everyday business conduct.

Foster Communication: Demonstrate ability to carefully listen to others at all levels of the organization.  Seek and listen to feedback and be approachable. Express thoughts and ideas effectively.  Display and promote cross cultural sensitivity. 

Display Stewardship: Understand business implications of decisions.  Conserve organization resources.  Look for ways to improve and promote quality.  Take personal responsibility.  Use resources in an efficient and cost-effective manner. 

ESSENTIAL DUTIES

 

·         Serve as a key point of contact for a variety of audiences and independently compose e-mail and other correspondence in response to routine inquiries.

·         Conduct research, compile data, and prepare presentations and reports for consideration and presentation for leadership.

·         Create complex flow charts; create spreadsheets with formulas; create databases; develop macros and templates.

·         Create reports, presentations, minutes, letters, memos, and design and create forms.

·         Manage calendars, coordinate meeting logistics, research and prepare pertinent materials. 

·         Provide first call resolution to phone inquiries, clarify desired information, identify and escalate priority issues and route calls to appropriate resources when necessary while using discretion and judgment.

·         Coordinate, perform and report on complex special projects.

·         Monitor the department budget and summarize financial reports - includes monitoring expenditures, preparing purchase orders and check requests, researching and assisting in annual budget preparation.

 

 

 

Perform other duties as assigned.

 

 

 

Education:                     High School diploma or equivalent

 

Experience:                   5 years of progressively responsible administrative support experience. Significant experience with MS Office to include Word, Excel Outlook, and PowerPoint.  Experience with SharePoint is preferred.                                                                                    

 

Certifications/Licenses: None

 

 

Demonstrated ability to think ahead and anticipate the needs of those being supported.  Excellent oral and written communication skills are essential.  Strong critical thinking, problem solving and attentiveness to detail required.  Ability to demonstrate responsibility and dependability when completing assignments, plan and organize work according to established priorities and complete assignments accurately within established timeframes.  Motivated and flexible.  Demonstrates cooperation, courtesy and consideration when working effectively with varied people.  Ability to work independently and as part of a team.  Ability to effectively plan and organize projects impacting the work of others.

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