Position Description:

As an Administrative Assistant Sr in the Division of Colorectal Surgery you will perform routine and advanced administrative duties requiring considerable skill and in-depth knowledge of organizational policies and procedures.

We are looking for self-starter to proactively manage provider calendar(s) of events, appointments, meetings, and travel itineraries while maintaining the clinic schedule.

Primary Functions

• Utilize Epic to prepare clinical, operative and conference related correspondence, reports, and other documents. Maintain HIPAA confidentiality of department and patient data.
• Assist with management of new patient and physician incoming phone lines. Exceptional customer service skills needed. Independently resolve routine and more complex inquiries. Collaboratively share group functions with other administrative assistant team members.
• Utilize Epic/Book it system to schedule/reschedule patient appointments, diagnostic tests, and coordinate surgical procedures efficiently; cancel clinics and designate alternate clinic dates as required.
• Manage new patient referral work queue by designating referrals in accordance with faculty preference guidelines. Use Epic and Book-It software to efficiently coordinate the scheduling of patient diagnostic tests and appointments. Obtain or update patient registration information and referrals as necessary.
• Prepare and update records for patient appointments. Collect tests, paperwork, and other items necessary to ensure patient appointments run smoothly. Utilize Epic and Care Everywhere to locate necessary documentation.
• Triage patient and provider phone calls. Answer and relay telephone calls, resolve routine inquiries and take appropriate messages. Use discretion in information provided. Manage patient care complaints.
• Obtain outside records and radiology films and distribute films as needed. Prepares materials for all meetings as assigned.
• Compose correspondence as needed, which may contain confidential information.
• Use complex functions of a variety of computer applications and software packages; prepare and compose correspondence, reports, memorandums, and other documents. Including Excel, PowerPoint, Outlook, and Word.
• Provide backup administrative coverage for administrative staff vacation and sick time.
• Coordinate schedules, meetings, appointments, and travel itineraries and related arrangements.
• Create provider clinic templates under direction of manager.
• Assist with physician curriculum vitae maintenance and updates within the Faculty Collaboration database.
• Submit and track payment requests, requisitions, and invoices for payment or reimbursement.
• Proofreading to revise existing documents using proper format and grammar.
• Assist in or lead special projects as needed. Coordinate activities and track status/progress.

Knowledge - Skills - Abilities

Knowledge of computers, clerical procedures, customer service standards, collaboration, and information management. Organization, time management, interpersonal, communication, and problem-solving skills.

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Preferred Schedule: M-F 8-4:30

Position Requirements:

Appropriate experience may be substituted on equivalent basis

Minimum Required Education: High school diploma or equivalent

Minimum Required Experience: 5 years

Preferred Education: Associate Degree

Preferred Experience: 5 years of administrative support experience within a clinical setting

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.

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For a brief overview of our benefits see:

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 .