Administrative Assistant Job at Children's Wisconsin in Milwaukee

At Children’s Wisconsin, we believe kids deserve the best.

Children’s Wisconsin is a nationally recognized health system dedicated solely to the health and well-being of children. We provide primary care, specialty care, urgent care, emergency care, community health services, foster and adoption services, child and family counseling, child advocacy services and family resource centers. Our reputation draws patients and families from around the country.

We offer a wide variety of rewarding career opportunities and are seeking individuals dedicated to helping us achieve our vision of the healthiest kids in the country. If you want to work for an organization that makes a difference for children and families, and encourages you to be at your best every day, please apply today.

Job Summary:
Provides high level confidential administrative and special project support to the Director(s) to whom they report. Uses judgment and discretion to solve a variety of complex office related situations. Interacts with staff at all levels and remains flexible and efficient.

Essential Functions:

Receives and greets all guests and visitors, determines nature of their business, and refers them to the appropriate staff member/department.

Answers phone calls to department’s main lines and responds to general inquiries.

Also provides back-up coverage for other phone lines within the department.

Records and relays messages to appropriate personnel, appraising individuals of calls requiring immediate attention.

Drafts/transcribes/types specialized and confidential reports, letters, memos, and other correspondence and proof-reads same for proper format, grammar, and spelling.

Coordinates meeting and special event requests [invitees, materials, location, audiovisual] ensuring appropriate stakeholders and key individuals are available to make meetings.

Sorts, opens, and distributes departmental mail.

Manages the ordering and inventory of office supplies, consumable products and periodicals.

Maintains records and online storage.

Maintains historical documentation including meeting minutes, documents, statistical data, budgets and actual costs.

Performs Account Payable departmental function coordination ensuring invoices are properly coded, processed and assigned to correct cost center and subaccounts in the allotted timeframe.

Coordinates the review of department policies and procedures.

Education:

High School graduate or Certificate of General Educational Development (GED) or High School Equivalency Diploma (HSED) Required

Experience:

1+ years specialized training or experience in administrative support or equivalent related work experience Required

Knowledge, Skills and Abilities:

Demonstrated computer skills utilizing MS Office Applications – Windows, Word, Powerpoint, Outlook, and Excel.

Good judgment and organizational ability to prioritize and organize work load to meet daily demands as well as respond to urgent situations.

Requires excellent customer service and interpersonal skills in order to greet and assist guests and respond to their needs in a professional, pleasant and efficient manner.

Ability to maintain a high level of confidentiality when exposed to matters pertaining to a wide variety of organizational issues.

Required for All Jobs:

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that may be requested in the performance of this job.

Employment is at-will. This document does not create an employment contract, implied or otherwise.

Children's Wisconsin is an equal opportunity / affirmative action employer. We are committed to creating a diverse and inclusive environment for all employees. We treat everyone with dignity, respect, and fairness. We do not discriminate against any person on the basis of race, color, religion, sex, gender, gender identity and/or expression, sexual orientation, national origin, age, disability, veteran status, or any other status or condition protected by the law.

Certifications/Licenses:

About Us

Dedicated solely to the health and well-being of children

We are the region's only independent healthcare system dedicated solely to the health and well-being of children. In Milwaukee and throughout the state, we provide kids and their families a wide range of care and support - everything from routine care for ear aches or sore throats to life saving advances and treatment options. Our academic partner, The Medical College of Wisconsin, brings many of the nation's most well-respected doctors to our team. Together we work to ensure that every child and family we serve receives nothing but the best. Learn more about our affiliation with the Medical College of Wisconsin and the power of academic medicine.

Introduce Yourself

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