Administrative Assistant - Cardiology

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.

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

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

Minimum Required

Education:

High school diploma

Minimum

Required Experience:

3 years of experience

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

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

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

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.