Administrative Coordinator

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.

Please follow this link for a closer look at what it’s like to work at Children’s Wisconsin: https://www.instagram.com/lifeatcw/

Provides high level confidential administrative special project support to the Director and nurse scientists as delegated. Is able to work independently with little to no supervision while using judgment and discretion to solve a variety of complex office related situations. Has the ability to interact with staff at all levels in a fast paced environment while remaining flexible and efficient with a high degree of professionalism. Performs analysis and makes recommendations from a variety of department related data. Performs secretarial duties, office coordination, and clerical support of a diversified and confidential nature for the department.

ESSENTIAL FUNCTIONS:

• Exhibits guiding behaviors that reflect Children’s values and support our mission and vision.
• Provides high level administrative and secretarial support to the Executive Director. Works independently in an organized fashion.
• Manages calendars, prepares daily schedules, and prioritizes meeting requests per the needs of the Director.
• Completes special projects as assigned.
• Schedules complicated meetings and attends as a department representative as necessary; acts as liaison and coordinates conferences and / meeting planning. Prepares department and committee minutes, agendas, and coordinates other meeting materials in a timely manner.
• Communicates with both internal and external customers to share information, provide direction, and represent the service lines.
• Reviews incoming correspondence, identifies items of special interest to executive directors, distributes appropriately. Screens items that can be routinely handled and prepares appropriate responses.
• Serves as liaison to multiple Department Leaders and administrative support on behalf of the Director.
• Independently creates and prepares charts and graphs for reports and presentations.

ESSENTIAL FUNCTIONS (continued):

• Transcribes, composes, edits, and types all forms of communication including correspondence, reports and manuscript under minimal guidance. Develops forms, reports and spreadsheets.
• Provides intermittent administrative support to the management team, including preparing presentations, meeting logistics, disseminating reports, and maintaining program records.
• Responsible for timekeeping activities, human resources paperwork, and/or database record maintenance as necessary.
• Acts as office administrator to order and stock supplies.
• Maintains accurate and current filing system for director and nurse scientists. Is able to readily set up and retrieve information as needed.
• Performs other duties as assigned.

 MINIMUM KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

• High School Diploma or equivalent, associates or bachelor’s degree preferred.
• Five years of experience in an administrative/secretarial/coordinator role including experience supporting senior leadership and/or multiple leaders.
• Healthcare experience preferred.
• Advanced proficiency in MS Office products including Microsoft Word, PowerPoint, Excel, and other Windows-based applications (MS Project, Visio, etc).
• Ability to type 50 wpm preferred
• Ability to maintain the highest level of confidentiality when reading, typing or hearing matters pertaining to strategic plans, as well as operational and personnel changes within the organization.
• Proficient calendar management, including coordination of complex executive meetings both internal and external.
• A high level of analytical ability and statistical analysis skills.
• Must be able to function in a dynamic environment subject to impromptu changes in schedules and priorities.
• Must possess excellent communication, interpersonal, and organizational skills to work effectively with professional staff, medical staff, all levels of management, and maintain confidential information.

WORKING CONDITIONS:

• Normal office environment where there is no reasonable potential for exposure to blood or other high risk bodily fluid.

Schedule: Onsite, M-F, 1st shift, 30 hours/week

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: