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Administrative Assistant III
From:
Company: Medical College of Wisconsin (see all of this employer's jobs)
Phone: 4144564149
Fax: 1234567890
 Apply by eMail:do_not_reply@invalidemail.com
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Job Reference ID:
5179849
Category:
Administrative/Clerical
Duration:
Fulltime, Permanent
City, ST:
Milwaukee, Wisconsin
Country:
United States |
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Description:
POSITION PURPOSE
Under general direction, perform advanced administrative duties requiring considerable skill and in-depth knowledge of organizational policies and procedures. Perform high-level, confidential secretarial duties for the Pediatric Department’s Vice Chair of Finance.
ESSENTIAL DUTIES
1. Anticipate and initiate action regarding administrative detail. Make minor, independent decisions in the absence of the assigned executive.
2. Draft/transcribe/type specialized and confidential reports, letters, minutes, memos and other correspondence, and proofread for proper format, grammar and spelling. Provide software support including revising existing documents for proper format and grammar, and exisitng spreadsheets for accuracy as updated.
3. Use complex functions of a variety of computer applications and software packages (i.e. creating spreadsheets with formulas, developing macros and templates, creating databases). Has advanced knowledge of department specific software programs. Maintain programs and troubleshoot problems as needed.
4. Answer phones, greet patients and visitors, respond to routine and non-routine inquiries via phone, fax, e-mail, correspondence or in-person to insure complete and appropriate response to complex requests. Maintain confidentiality of department and patient data.
5. Coordinate calendar of events, appointments, meetings, and travel itineraries and related arrangements. Manage appointment calendars/tickler files for assigned executive, including scheduling appointments and committee meetings. Coordinate all meeting details. Take and transcribe meeting minutes as necessary.
6. Make travel arrangements for MCW/CRI related activities. Submit expense reports and verify vouchers and appropriateness of documents submitted.
7. Involved in financial aspects of the area; assist in preparing budget and monitoring expenditures. Process payment requests, requisitions and invoices.
8. Distribute Vice Chair’s incoming mail and process outgoing mail. Opens, dates and reviews incoming mail for designated executive staff, screening for future meeting/appointment dates and noting such. Notifies executive staff of highly urgent or important mail. Organize and maintain file system. Maintain confidential records. Maintain office equipment such as changing toner in printer, copier and fax machine. Order office supplies.
9. Provide back-up secretarial coverage for others within the section.
10. Lead role in coordination of special projects; coordinate activities and keep track of current status/progress. Research, collect and compile data; prepare special reports. Independently format final report.
OTHER DUTIES
Perform other duties as assigned.
MINIMUM POSITION QUALIFICATIONS
Appropriate education and/or experience may be substituted on equivalent basis
Education: High School Diploma or equivalent
Experience: 5 years of progressively responsible administrative support experience
Certifications/Licenses:None.
KNOWLEDGE, SKILLS, & ABILITIES
Excellent oral and written communication skills are ...
Apply by eMail:do_not_reply@invalidemail.com
Job Created:
Sun Dec 14 2008 01:52:50 PM
Last Modified: Sat Nov 21 2009 07:34:52 AM
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