Medical College of Wisconsin
Executive Assistant
Medical College of Wisconsin, Milwaukee, Wisconsin, United States, 53244
Position Description:
Every great life-changing discovery begins the same way-with new knowledge. It can change everything, from a single life to the future of entire communities. That's why academic medicine, and the continuous pursuit of knowledge, is at the center of everything we do at the Medical College of Wisconsin (MCW). In the role of
Executive Assistan t you will perform diverse and advanced administrative duties and support for the Founding Dean of the MCW School of Pharmacy, Executive Council Members, and Director of Outreach. Assignments involve confidential information including exposure to sensitive information and contacts requiring considerable discretion, judgment, tact, and diplomacy, as well as practical knowledge of the practices and procedures of the function, general company policies and programs. Primary Functions Coordinate and manage the administrative workload for the Founding Dean of MCW School of Pharmacy including coordinating and making travel arrangement, reservations, and appointments. Initiate follow-ups on the Dean's directives to ensure timely execution. Work in cooperation with the Business Manager Sr. to achieve timely and complete responses to requests and needs of the Dean. Schedule appointments and coordinate arrangement for virtual/hybrid/ or in-person meetings. Coordinate and manage calendars for Executive Council Members Maintain relationships with colleagues across campus and other partner institutions. Communicates regularly with executive, administrative, and management to convey information from the Founding Dean's office. Perform complete scope of administrative functions ranging from screening phone calls, composing correspondence, records management, and complex scheduling. Format, type, and proof correspondence, reports, power point presentations, and other documents to ensure accuracy. Prepare and distribute general correspondence and special project documentation for internal and external contacts as needed. Enter all purchase orders, expense reports, and check requests through the Oracle system for the School of Pharmacy. Manage/Maintain Faculty Professional Development Funds Spreadsheet Assist in the coordination of staff and faculty interview schedules and onboarding schedules in conjunction with the Business Manager Sr. Coordinate the needs for School Assembly meetings which includes but is not limited to soliciting calls for agenda items, agenda creation, scheduling meetings, managing technology needs for the meeting, minute preparation. Coordinate the needs for the Executive Council meetings which includes but is not limited to soliciting calls for agenda items, agenda creation, scheduling meetings, managing technology needs for the meeting, and minute preparation. Collect, review, and disseminate Outreach program related data to Director of Outreach and other stakeholders as needed Ensure all accommodations for rooms, AV needs and food for each meeting/program is arranged in advance. Assist with responsibilities associated with meetings held for the Dean and executive leadership of the School of Pharmacy secure room, order food, prepare handouts, prepare minutes. Maintain MCW contact lists for faculty leaders and staff leaders. Assist with any needs related to MCW events including Convocation, Commencement, and Leadership receptions. Assist with needs related to School of Pharmacy signature events including, but not limited to, White Coat, Hooding, Awards, etc. Assist with special projects from various members of the School of Pharmacy. Other duties as assigned Support the planning and execution of the Symposium, Advanced Physical Assessment Program, Continuing Education Program (CE), Flu Clinic, and other outreach program offerings in collaboration with the Director of Outreach.
Preferred Schedule:
M-F 8-5 (Hybrid)
Position Requirements:
Position Requirements: Knowledge - Skills - Abilities Knowledge of computers, clerical procedures, customer service standards, collaboration, and information management. Organization, time management, interpersonal, communication, and problem-solving skills. Specifications Appropriate experience may be substituted on equivalent basis Minimum Required Education: Associate degree Minimum Required Experience: 5 years of executive assistant experience
#LI-AC1 Why MCW? 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 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. For a full list of positions see: www.mcw.edu/careers For a brief overview of our benefits see: https://www.mcw.edu/departments/human-resources/benefits Eastern Wisconsin is
a vibrant, diverse metropolitan area. MCW is intent on attracting, developing, and retaining a diverse workforce and faculty body that reflects the community we serve. We value diversity of backgrounds, experience, thought, and perspectives to advance excellence in science and medicine. MCW is a welcoming campus community with a strong culture of collaboration, partnership, and engagement with our surrounding community .
For more information, please visit our institutional website at
https://www.mcw.edu/departments/office-of-diversity-and-inclusion .
MCW as an Equal Opportunity Employer and Commitment to Non-Discrimination
The Medical College of Wisconsin (MCW) is an Equal Opportunity Employer. We are committed to fostering a diverse 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.
.
Every great life-changing discovery begins the same way-with new knowledge. It can change everything, from a single life to the future of entire communities. That's why academic medicine, and the continuous pursuit of knowledge, is at the center of everything we do at the Medical College of Wisconsin (MCW). In the role of
Executive Assistan t you will perform diverse and advanced administrative duties and support for the Founding Dean of the MCW School of Pharmacy, Executive Council Members, and Director of Outreach. Assignments involve confidential information including exposure to sensitive information and contacts requiring considerable discretion, judgment, tact, and diplomacy, as well as practical knowledge of the practices and procedures of the function, general company policies and programs. Primary Functions Coordinate and manage the administrative workload for the Founding Dean of MCW School of Pharmacy including coordinating and making travel arrangement, reservations, and appointments. Initiate follow-ups on the Dean's directives to ensure timely execution. Work in cooperation with the Business Manager Sr. to achieve timely and complete responses to requests and needs of the Dean. Schedule appointments and coordinate arrangement for virtual/hybrid/ or in-person meetings. Coordinate and manage calendars for Executive Council Members Maintain relationships with colleagues across campus and other partner institutions. Communicates regularly with executive, administrative, and management to convey information from the Founding Dean's office. Perform complete scope of administrative functions ranging from screening phone calls, composing correspondence, records management, and complex scheduling. Format, type, and proof correspondence, reports, power point presentations, and other documents to ensure accuracy. Prepare and distribute general correspondence and special project documentation for internal and external contacts as needed. Enter all purchase orders, expense reports, and check requests through the Oracle system for the School of Pharmacy. Manage/Maintain Faculty Professional Development Funds Spreadsheet Assist in the coordination of staff and faculty interview schedules and onboarding schedules in conjunction with the Business Manager Sr. Coordinate the needs for School Assembly meetings which includes but is not limited to soliciting calls for agenda items, agenda creation, scheduling meetings, managing technology needs for the meeting, minute preparation. Coordinate the needs for the Executive Council meetings which includes but is not limited to soliciting calls for agenda items, agenda creation, scheduling meetings, managing technology needs for the meeting, and minute preparation. Collect, review, and disseminate Outreach program related data to Director of Outreach and other stakeholders as needed Ensure all accommodations for rooms, AV needs and food for each meeting/program is arranged in advance. Assist with responsibilities associated with meetings held for the Dean and executive leadership of the School of Pharmacy secure room, order food, prepare handouts, prepare minutes. Maintain MCW contact lists for faculty leaders and staff leaders. Assist with any needs related to MCW events including Convocation, Commencement, and Leadership receptions. Assist with needs related to School of Pharmacy signature events including, but not limited to, White Coat, Hooding, Awards, etc. Assist with special projects from various members of the School of Pharmacy. Other duties as assigned Support the planning and execution of the Symposium, Advanced Physical Assessment Program, Continuing Education Program (CE), Flu Clinic, and other outreach program offerings in collaboration with the Director of Outreach.
Preferred Schedule:
M-F 8-5 (Hybrid)
Position Requirements:
Position Requirements: Knowledge - Skills - Abilities Knowledge of computers, clerical procedures, customer service standards, collaboration, and information management. Organization, time management, interpersonal, communication, and problem-solving skills. Specifications Appropriate experience may be substituted on equivalent basis Minimum Required Education: Associate degree Minimum Required Experience: 5 years of executive assistant experience
#LI-AC1 Why MCW? 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 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. For a full list of positions see: www.mcw.edu/careers For a brief overview of our benefits see: https://www.mcw.edu/departments/human-resources/benefits Eastern Wisconsin is
a vibrant, diverse metropolitan area. MCW is intent on attracting, developing, and retaining a diverse workforce and faculty body that reflects the community we serve. We value diversity of backgrounds, experience, thought, and perspectives to advance excellence in science and medicine. MCW is a welcoming campus community with a strong culture of collaboration, partnership, and engagement with our surrounding community .
For more information, please visit our institutional website at
https://www.mcw.edu/departments/office-of-diversity-and-inclusion .
MCW as an Equal Opportunity Employer and Commitment to Non-Discrimination
The Medical College of Wisconsin (MCW) is an Equal Opportunity Employer. We are committed to fostering a diverse 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.
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