Administrative Assistant - Otolaryngology

About the role

Under general supervision, perform routine administrative duties requiring general knowledge of organizational policies and procedures. The Administrative Assistant provides comprehensive and scheduling support to multiple Otolaryngology (ENT) providers within the Medical College of Wisconsin. The role is responsible for managing complex calendars, coordinating meetings, and facilitating patient scheduling to ensure efficient clinic operations and exceptional patient care. Primary Responsibilities Prepare and compose correspondence, reports, memoranda, and other documents using basic and advanced computer applications and software packages. Answer and relay telephone calls, respond to routine inquiries, and take appropriate messages. Gather and compile information from multiple sources to prepare reports according to established reporting schedules. Coordinate and maintain calendars, appointments, meetings, travel itineraries, and provider schedules across clinical, academic, and administrative responsibilities. Schedule, confirm, reschedule, and manage patient appointments across clinic locations, including coordinating multi-provider or multi-department visits to support continuity of care. Communicate appointment details, preparation instructions, updates, and other information to patients, visitors, and care teams. Collaborate with clinical staff, providers, and departments to support efficient scheduling, operations, and patient care coordination. Order and track office supplies and process basic payment requests, requisitions, and invoices. Greet and direct visitors while providing factual information and assistance. Maintain records and filing systems in accordance with regulatory and organizational guidelines. Respond appropriately to routine and unexpected situations within the division or department. Perform other duties as assigned. Knowledge - Skills - Abilities Knowledge of Computers Clerical Procedures Customer Service Standards Collaboration and Information Management. Organization Time Management Interpersonal, Communication, and Problem Solving Skills.