Executive Assistant - School of Graduate Studies

Summary

Provide executive level administrative support for the Dean and Sr. Associate Dean of the School of Graduate Studies. Perform routine and advanced administrative duties requiring considerable skill and in-depth knowledge of organizational processes and systems. Duties include diligent management of dynamic calendars, initiating correspondence, providing requested data to leadership, analyzing data, preparing reports, managing special projects, and ensuring effective use of the Deans' time.

Primary Responsibilities

• Provide comprehensive administrative and office support to ensure efficient daily operations.

• Coordinate office activities, meetings, workshops, retreats, and other departmental events, including logistics, scheduling, travel, room reservations, and audiovisual needs.

• Manage executive administrative support for Dean and Sr. Associate Dean, including calendar management, correspondence, meeting agendas, follow-up on directives, and complex scheduling.

• Process financial and procurement transactions, including purchase orders, check requests, P-card reconciliations, travel expenses, student awards, and other Workday financial transactions.

• Administer and track student health insurance enrollment and compliance for 350+ graduate students, maintaining accurate records and serving as the primary point of contact for insurance-related inquiries and issue resolution.

• Serve as the primary internal and external point of contact, fostering collaborative relationships with students, campus partners and external stakeholders.

• Prepare, format, proofread, and maintain correspondence, reports, records, and other official documents.

• Monitor departmental office supplies and coordinate purchasing and inventory as needed.

• Exercise independent judgment in planning, coordinating, and improving administrative processes and office procedures.

• Represent the department on committees, task forces, and special projects as assigned.

• Monitor general graduate school email account

• Graduate Studies Council Administrative Support (i.e., plan, attend, take minutes, etc.)

• Back-up and cross-train on application processing and emails

• Manage student travel awards (from application to approval)

• Lead the planning and execution of Graduate School events, including venue coordination, registration, communications, and on-site event management to ensure a positive participant experience

• Perform other duties as assigned.

Knowledge – Skills – Abilities

• Customer Service – Knowledge of principles for creating positive customer experiences via phone, in person, and email

• Sound Judgment and Discretion in decision making and handling of confidential information with senior management.

• Attention to Detail

• Communication – Effectively and clearly exchange information in written or verbal form

• Time Management – Skilled managing time in order to ensure work is completed in a timely manner

• Clerical – Apply principles of administrative procedures and systems including word processing, managing files and records, and completing forms

• Proficiency in Microsoft Office products (especially Outlook/calendaring features)

Qualifications

Appropriate experience may be substituted for education on an equivalent basis

Minimum Required Education:  Associate degree in business or related field

Minimum Required Experience:   5-7 years of administrative support experience

Preferred Education: Bachelor’s degree

Preferred Experience:  5-7 years of executive administrative support experience and experience in academic or healthcare setting

Physical Requirements

Work requires remaining in a stationary or standing position most of the time.

This job may require moving or traversing to access equipment or materials and communicate from time to time.

This job may require repositioning self to move equipment or materials of moderate weight occasionally.

Work Environment

This job is not at risk for exposure to contaminants, airborne or blood borne pathogens.

This job may experience higher than normal noise levels, but not at an extreme level.

This job is not exposed to radiation or the possibility of animal bites or allergens.

This job works in an indoor, environmentally controlled environment.

Work is not performed outdoors or in extreme weather.

Sensory Acuity

Ability to detect and translate speech or other communication required. May occasionally require the ability to distinguish colors and perceive relative distances between objects.

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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
• 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 etc.

For a brief overview of our benefits see: Benefits Overview

For a full list of positions see: MCW Careers

At MCW all of our endeavors, from our internal operations to our interactions with our partners, are driven by our shared organizational values: 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 differences is critical to realize our vision of a healthier world, and we recognize that a healthy and thriving community starts from within. Our values define who we are, what we stand for and how we conduct ourselves at MCW. If you believe in embracing individuality and working together according to these principles to improve health for all, then MCW is the place for you. For more information, please visit our institutional website.

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 an inclusive 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.