Administrative Assistant

Overview

Administrative Assistant position supporting the Administrative and Director Team by coordinating clinical, operational and administrative functions. Responsibilities include managing meeting logistics and documentation, analyzing data for reporting, maintaining clinical reference materials, coordinating student programs and staff training, and planning conference travel. This role also supports patient experience initiatives, facilitates building maintenance needs, and supports employee recognition efforts. This is a full-time, on-site position based primarily at the Wausau office with occasional travel to other practice locations as needed.

• Meeting Coordination
  • Coordinate meeting scheduling, agendas and minutes for the clinical team and various committees (Clinical Forum, Clinical Leadership, Provider Team, Clinical Practice/Operations).
  • Distribute agendas and prep materials in advance and ensure proper meeting room setup.
  • Record meeting minutes and distribute to relevant parties in a timely manner.
• Data Processing and Analysis
  • Process and collate data to create reports and visual aids (charts, graphs) to inform leadership decisions.
  • Maintain organized and accessible data for future reference.
• Clinical Reference Manual Coordination
  • Coordinate updates to the clinical reference manual and ensure information is current.
  • Collaborate with subject matter experts to review and revise content.
  • Distribute updated manuals or digital versions and maintain version control.
• Conference Travel Planning
  • Track conference attendance and coordinate travel logistics with Human Resources and the Executive Assistant, including registration, flights, lodging, and transportation.
• Student and Staff Coordination
  • Coordinate student file requirements and ensure documentation is complete and up-to-date.
  • Coordinate student schedules with providers in collaboration with Scheduling Coordinator.
  • Coordinate BLS and ACLS classes for certified clinical staff and providers.
  • Track license and credential expirations and keep current copies on file.
• Patient Experience Support
  • Provide administrative support for the patient survey process and assist with patient experience initiatives in clinic and endoscopy settings.
  • Coordinate revisions of clinical patient education materials with external printing vendors.
• Facilities and Building Maintenance Coordination
  • Serve as a liaison for building maintenance and facility-related needs.
  • Coordinate with internal teams and external vendors to ensure timely resolution of maintenance issues.
  • Assist with tracking and scheduling routine maintenance and facility inspections.
• Employee Recognition
  • Assist in planning and coordinating employee recognition events, milestones and achievements.
  • Collaborate with leadership and Human Resources to foster a positive workplace culture.
• Provide other administrative support to the COO and Director Team as needed.
• Perform other duties as assigned.

• Education
  • High school diploma or equivalent required.
  • Associate Degree in an Administrative or related program preferred.
• Licensure/Certification
  • n/a
• Experience
  • Three years of experience as an administrative assistant highly preferred.
  • Experience with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) required.

• Knowledge
  • Knowledge of efficient office procedures and organizational practices.
• Skills
  • Interpersonal, communication, and listening skills to work with physicians, coworkers, vendors and all levels of staff.
  • Proficient in Microsoft Outlook, Word, Excel, PowerPoint, and Adobe Acrobat.
  • Attention to detail with high accuracy in work.
  • Professionalism and respect in all communications.
  • Strong organizational skills and document management.
• Abilities
  • Commitment to integrity and ethical principles.
  • Ability to work in a fast-paced, multitasking environment and adapt to changing demands.
  • Maintain strict confidentiality of personnel, fiscal and health information.
  • Ability to gather information accurately and efficiently.