Administrative Assistant III - Office Of Faculty Affairs And Diversity
Medical College of Wisconsin
POSITION IDENTIFICATIONPosition Title: Administrative Assistant III
Department: Finance and Administration
Division: Faculty Affairs and Diversity
Location: MEB
Workweek: 40 hr/wk, Monday-Friday 8:00-5:00, with flexibility to meet business needs.
SUPERVISORY RELATIONSHIPS
Reports to: Manager of Facutly Affairs and Talent Acquisition, with a matrix reporting relationship to the Senior Associate Dean of Faculty Affairs and Diversity
Directly Supervises: None
POSITION PURPOSE
Provide routine and advanced administrative and recruitment-related duties requiring considerable skill and in-depth knowledge of organizational policies and procedures. Provide support to faculty committees. Anticipate and initiate action regarding administrative detail. Serve as a resource to external and internal customers through incoming phone calls and walk-in traffic by providing assistance with basic to intermediate level issues. Triage advanced level of questions as appropriate.
ESSENTIAL BEHAVIORS
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
1. Proactively assist and support the Senior Associate Dean, Director, Manager and other team members, by taking initiative to creatively prepare and develop essential documents, presentations, and spreadsheets, as well as managing calendars and performing other administrative duties as requested.
2. Coordinate calendar of events, appointments, meetings, travel itineraries and related arrangements for Office of Faculty Affairs events and programs.
3. Provide assistance and support to multiple faculty committees, including logistical support, planning and document preparation. Serve as the primary point of contact for questions or concerns related to events, meetings and programs led by the Office of Faculty Affairs.
4. Process Secondary, Endowed, Emeritus, and Volunteer Faculty Appointment requests, as well as Faculty employment verification requests in a timely manner. Maintain a database of retired MCW Faculty and ensure all information is current in an effort to facilitate a continued affiliation.
5. Complete reimbursement requests for the Office of Faculty Affairs staff. Maintain and order office supplies.
6. Use complex functions of a variety of computer applications and software packages (i.e. creating spreadsheets with formulas, templates, and developing mail merges). Develop advanced knowledge of MCW-specific software programs (Taleo and Oracle).
7. Research, collect and compile data; prepare special reports. Independently format final reports.
8. Assume a lead role in management of special projects; coordinate activities and keep track of current status/progress.
9. Compose general correspondence as needed with supervisor approval. Prepare and compose confidential correspondence.
10. Perform other miscellaneous administrative duties, such as responding to and triaging emails from the Office of Faculty Affairs inbox, distributing and responding to faxed information, and sorting and delivering mail to other members of the Office of Faculty Affairs and the Office of Human Resources.
11. Serve as a resource for MCW Departments seeking advertising strategy assistance.
OTHER DUTIES
Perform other duties as assigned.
MINIMUM POSITION QUALIFICATIONS
Appropriate education and/or experience may be substituted on equivalent basis
Education: High School Diploma or equivalent
Experience: 5 years of progressively responsible administrative support experience.
Certifications/Licenses: None
KNOWLEDGE, SKILLS, & ABILITIES
Excellent oral and written communication skills are essential. Strong critical thinking, proactive problem solving and superior attentiveness to detail required. Must be proficient in MS Office; experience working with Oracle is preferred. Must have the ability to demonstrate responsibility and dependability when completing assignments, plan and organize work according to established priorities and complete assignments accurately within established timeframes. Must demonstrate cooperation, courtesy and consideration when working effectively with varied people and have the ability to work independently and as part of a team. Must be able to effectively plan and organize projects impacting the work of others.
BACKGROUND CHECKS- Employment in this position is contingent upon successfully passing
Check all that apply:
0 background and criminal history check,
1 background, criminal history and caregiver misconduct check in accordance with the Wisconsin Caregiver Background Check Law,
0 physical examination, or
0 driving record check
0 other: ____________________
PHYSICAL DEMANDS
Manual Dexterity: Work requires definite skilled and accurate physical operations requiring some closely coordinated performance.
Physical Effort: Work requires handling light weight materials or equipment with no special speed or exertion.
Working Conditions: Ordinary office working conditions with some slightly disagreeable features.
Hazards: Negligible. Little or no exposure to hazards.
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The above statements are intended to describe the general nature and level of work being performed by most people assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, and requirements. Scheduling flexibility is required to accommodate changing business needs.
Equal Opportunity Employer Minorities/Women/Veterans/Disabled
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