Administrative Assistant - Otolaryngology

Summary

Under general supervision, perform routine administrative duties requiring general knowledge of organizational policies and procedures. The Administrative Assistant provides comprehensive and scheduling support to multiple Otolaryngology (ENT) providers within the Medical College of Wisconsin. The role is responsible for managing complex calendars, coordinating meetings, and facilitating patient scheduling to ensure efficient clinic operations and exceptional patient care.

Prepare and compose correspondence, reports, memoranda, and other documents using basic and advanced computer applications and software packages. Answer and relay telephone calls, respond to routine inquiries, and take appropriate messages. Gather and compile information from multiple sources to prepare reports according to established reporting schedules. Coordinate and maintain calendars, appointments, meetings, travel itineraries, and provider schedules across clinical, academic, and administrative responsibilities.

Schedule, confirm, reschedule, and manage patient appointments across clinic locations, including coordinating multi-provider or multi-department visits to support continuity of care. Communicate appointment details, preparation instructions, updates, and other information to patients, visitors, and care teams. Collaborate with clinical staff, providers, and departments to support efficient scheduling, operations, and patient care coordination. Order and track office supplies and process basic payment requests, requisitions, and invoices.

Greet and direct visitors while providing factual information and assistance. Maintain records and filing systems in accordance with regulatory and organizational guidelines. Respond appropriately to routine and unexpected situations within the division or department. Perform other duties as assigned.

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.

Preferred Experience:

Epic experience, patient care experience. #LI-SN1

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.

• Outstanding Healthcare Coverage, including but not limited to Health, Vision, and Dental.
• Along 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.

For a brief overview of our benefits see:
Benefits Overview. For a full list of positions see: MCW Careers.

• Caring
• Collaborative
• Curiosity
• Inclusive
• Integrity
• Respect

We are committed to fostering an inclusive environment that values diversity in backgrounds, experiences, and perspectives through merit-based processes and in alignment with all applicable laws. We believe that embracing human…