Administrative Assistant II - Medical Education

Medical College of Wisconsin

POSITION IDENTIFICATION
 
Position Title:    Administrative Assistant II                  
Department:      Pediatrics
Division:             Medical Education  
Location:           Children’s Corporate Center
Workweek:        8:00am-4:30pm some flexibility required to meet changing
                             educational
 
 
SUPERVISORY RELATIONSHIPS
 
Reports to: Program Coordinator III
Directly Supervises: None
 
 
POSITION PURPOSE
 
Under general supervision, perform routine and some advanced administrative duties requiring general knowledge of organizational policies and procedures.
 
 
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
In order of importance
 
1.  Prepare and compose correspondence, reports, memorandums and other documents using basic and more advanced functions of computer applications and software packages.
 
2.  Answer and relay telephone calls, resolve routine inquiries and take appropriate messages. Provide answers to routine inquiries. Use discretion in information provided.
 
3. Gather needed information and compile and prepare reports from varied resources. Prepare and process reports based on a predetermined schedule.
 
4.  Work with Program Coordinator to maintain comprehensive databases, files, schedules and evaulations related to the Clerkship program.
 
5. Provide software support including revising existing documents for proper format and grammar. Proofread documents of accuracy and correctness.
 
6. Coordinate and maintain calendar of events, appointments, meeting, and travel itineraries for assigned staff.
 
7.  Process basic payment requests, requisitions and process invoices.
 
8.  Provide administrative support to the Pediatric Clerkship program. 
 
9.  Greet and direct visitors. Distribute incoming mail and process outgoing mail. Organize and maintain file system. Maintain records. Maintain office equipment such as changing toner in printer, copier and fax machine. Order office supplies.
 
10. Carry out recurring office procedures.  Respond to differing situations in the work of the area.
 
11.  Assist in special projects as needed; coordinate activities and keep track of current status/progress.
 
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: 2 years of progressively responsible administrative support experience
 
Certifications/Licenses: None
 
 
KNOWLEDGE, SKILLS, & ABILITIES
 
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. Strong computer skills. Experience with Oasis and D2L. Demonstrates cooperation, courtesy and consideration when working effectively with varied people. Ability to work independently and as part of a team.
 
 
BACKGROUND CHECKS- Employment in this position is contingent upon successfully passing
Check all that apply:
X background, criminal history and caregiver misconduct check in accordance with
    the Wisconsin Caregiver Background Check Law,
 
 
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.
 
_____________________________________________________________________________
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.
 

 



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