Administrative Associate

Position Description:

The Administrative Associate in Biophysics plays a crucial role in daily operations by performing comprehensive administrative functions for the Chair and Department Administrator such as complex calendar management, website and listserv maintenance, event and conference management, preparation of workflows and spreadsheets, management of professional correspondences, assist in preparation of presentations, organizing and maintaining files.

This position is also responsible for the administrative success of supporting our educational series and serves as the Biophysics coordinator with the School of Graduate and Post Doctoral Studies.

This position will execute special projects such as report tracking and management for large scale departmental program grants, back up purchase order processing, expense reimbursements and check requests. This position will serve as a resource on MCW tools to assist with resolving issues.

PRIMARY FUNCTIONS

• Manage complex calendars, coordinate meetings, and prepare pertinent agendas or materials.
• Collaborate on the development and maintenance of departmental materials including website(s), email and departmental listservs, newsletters, forms, reports, and other materials.
• Serve as departmental key point of contact, provide resolution to inquiries and prioritizing issues and routing as appropriate. Troubleshooting conflicts and make judgements and recommendations to ensure smooth day-to-day schedules.
• Create reports, PowerPoint presentations, minutes, letters, memos, and forms.
• Create complex workflow charts, spreadsheets, databases, and templates.
• Coordinate and perform status reports, project reports, and other types of information regarding special projects ensuring timely completion and adherence to objectives.
• Coordinate and execute Biophysics educational seminar series in collaboration with faculty.
• Back up purchase order entry, check requests, and submission of reimbursements.
• Independently manage arrangements for conference rooms, audiovisual equipment, catering orders.
• Provide multifaceted travel arrangements, including travel, lodging and ground transportation reservations and creation of itinerary portfolios to include materials required for conferences, lectures and recruitment.
• Coordinate events, including conferences, dinner meetings, and social functions.
• Collaborate to track and maintain comprehensive databases related to the graduate student and post-doctoral research program, including deadlines for funding and programmatic components.
• Support graduate students and post-doctoral researcher onboarding as needed.
• Perform other administrative duties as required to support organizational goals including back up of staff when necessary

Knowledge - Skills - Abilities

Knowledge of general office equipment, computers/software applications, office management and clerical procedures.

Excellent organization, time management, interpersonal communication and problem-solving abilities, collaboration, and information management. Ability to navigate institutional policies and procedures effectively.

Exercise confidentiality and a high degree of discretion.

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Preferred Schedule:



M-F 8-5pm

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

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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