Senior Administrative Assistant - CIBMTR

Summary

Within a team environment supports the Center for International Blood and Marrow Transplant Research (CIBMTR) Faculty and Staff on a wide range of advanced administrative duties including coordination of all administrative functions, meeting agendas, schedules, researching and preparing materials, and serving as a key point of contact.

• Serve as primary support for coordination of events, appointments, meetings, travel itineraries and related arrangements for Faculty and Staff, including communication with the National Marrow Donor Program (NMDP) Affiliate CIBMTR office, the Blood and Marrow Clinical Trials Network Program (BMT CTN) and international partners within the CIBMTR network.
• 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, greeting visitors and handling all inquiries with professionalism and rapport.
• Maintain the highest level of confidentiality regarding all sensitive management issues dealt with at the CIBMTR.
• Use complex functions of a variety of computer applications and software packages to include MS Word, Excel, Outlook and PowerPoint.
• Read and analyze incoming memos, e‑mails, reports and other submissions to determine their significance and distribution plan.
• Create presentations, forms, minutes, letters, memos, etc., including researching and compiling data.
• Develop constructive and cooperative working relationships with key resources and maintain those relationships over time.
• Coordinate and maintain calendar of events, appointments, meetings, and travel itineraries for assigned staff.
• Maintain operation of office equipment such as changing toner, ordering and tracking office supplies.
• Process payment requests, requisitions, and invoices.
• Provide general office support including incoming mail distribution, processing outgoing mail, and maintaining general office equipment such as printers and copier/fax machines.
• Perform other duties as assigned.

Knowledge of computers, administrative procedures, customer service standards, collaboration, and information management.

Organization, time management, interpersonal, communication, and problem‑solving skills.

• Minimum Required
  
  Education:
  
  High school diploma
• Minimum
  
  Required Experience:
  
  5 years of experience
• Preferred Education:
  
  Bachelor’s degree
• Preferred Experience:
  
  Administrative experience in a medical or research environment

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.

FLSA Status:
Non‑Exempt

FLSA Test:
Administrative

• Outstanding Healthcare Coverage, including Health, Vision, and Dental, 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.

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, and to 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.