Administrative Associate

Position Description:

As an Administrative Associate in The Department of Medicine's Cardiology Division you will provide high-level administrative support to executive leadership. This role involves managing complex schedules, coordinating divisional activities, and ensuring smooth operational workflows. The Administrative Associate acts as a liaison between various internal and external stakeholders and contributes to the efficiency and effectiveness of the organization.

Primary Functions

• Manage executive schedules, including calendar management, meeting coordination, and travel arrangements.
• Perform routine clerical and administrative functions such as drafting correspondence, organizing and maintaining paper and electronic files, and providing information to visitors.
• Prepare executive-level correspondence, reports, and presentations.
• Act as a gatekeeper by screening calls, emails, and requests, prioritizing urgent matters independently.
• Create complex workflow charts, spreadsheets, and templates.
• Coordinate divisional meetings, including preparation of agendas, materials, and minutes.
• Provide resolution to phone inquiries and prioritizing issues and routing calls as appropriate.
• Serve as key point of contact for internal and external stakeholders.
• Conduct research, compile data, and prepare presentations and reports for leadership review.
• Coordinate and perform status reports, project reports, and other types of information regarding special projects ensuring timely completion and adherence to objectives.
• Perform other administrative duties as required to support organizational goals.

Knowledge - Skills - Abilities

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

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

Professionalism and attention to detail. Ability to anticipate needs and solve problems proactively. Flexibility and adaptability in a fast-paced environment.

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Preferred Schedule:



Full-time role with expectations for coverage during core business hours and flexibility required as necessary to accommodate business needs.

Position Requirements:

Appropriate experience may be substituted on equivalent basis

Minimum Required Education: Associate's degree

Minimum Required Experience: 3 years

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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