Senior Administrative Assistant - CIBMTR

Summary

Within a team environment, you will support the Center for International Blood and Marrow Transplant Research (CIBMTR) Faculty and Staff on a wide range of advanced administrative duties including coordination of all administrative functions, meeting agendas, schedules, researching and preparing materials, and serving as a key point of contact.

Primary Responsibilities

• Serve as primary support for coordination of events, appointments, meetings, travel itineraries and related arrangements for Faculty and Staff.  This includes communication/arrangements with the National Marrow Donor Program (NMDP) Affiliate CIBMTR office as well as the Blood and Marrow Clinical Trials Network Program (BMT CTN) and international partners within the CIBMTR network.

• Serve as a key point of contact for a variety of audiences and independently compose e-mail and other correspondence in response to routine inquiries. Greet visitors and determine access and expertly handle all inquiries taking care to listen and build rapport when assisting them for the CIBMTR.

• Maintain the highest level of confidentiality regarding all sensitive management issues dealt with at the CIBMTR.

• Use complex functions of a variety of computer applications and software packages to include MS Word, Excel, Outlook and PowerPoint.

• Read and analyze incoming memos, e-mails, reports and other submissions in order to determine their significance and their distribution plan.

• Create presentations, forms design and creation, minutes, letters, memos, etc. This will include researching/compiling data.

• Develop constructive and cooperative working relationships with key resources and maintain those relationships over time.

• Coordinate and maintain calendar of events, appointments, meetings, and travel itineraries for assigned staff.

• Maintain operation of office equipment such as changing toner and order and track office supplies.

• Process payment requests, requisitions, and invoices.

• Greet and direct visitors providing factual information.

• Provide general office support to include incoming mail distributions, process outgoing mail, maintain general office equipment such as printers and copier/fax machine.

• Perform other duties as assigned.

Knowledge – Skills – Abilities

Knowledge of computers, administrative procedures, customer service standards, collaboration, and information management.

Organization, time management, interpersonal, communication, and problem solving skills.

Qualifications

Appropriate experience may be substituted on equivalent basis.

Minimum Required Education: High school diploma

Minimum Required Experience: 5 years of experience

Preferred Education: Bachelors degree

Preferred Experience: Administrative experience in a medical or research environment                  

Required Certification:  CITI training required within 90 days of hire.

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Physical Requirements

Work requires occasionally lifting moderate weight materials, standing, or walking continuously.

Work Environment

Occasional exposure to dust, noise, temperature changes, or contact with water or other liquids. Work is performed in an environmentally controlled environment.

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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Classification

FLSA Status    Non-Exempt

FLSA Test      Administrative  

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