Administrative Assistant

We're Hiring an Administrative Assistant!

Are you a detail-driven multitasker with a passion for keeping things running smoothly behind the scenes? Join our dynamic team as an Administrative Assistant and play a key role in supporting our Administrative and Director Team by coordinating a wide range of clinical, operation and administrative functions! Responsibilities include managing meeting logistics and documentation, analyzing data for reporting, maintaining clinical reference materials, coordinating student programs and staff training, and planning conference travel. This role also supports patient experience initiatives, facilitates building maintenance needs, and helps with employee recognition efforts.

If you're someone who thrives in a fast-paced environment and loves being the go-to person for keeping operations smooth, we'd love to meet you!

This is a full-time, on-site position based primarily at our Wausau office. Occasional travel to our other practice locations may be required to support operational needs.

Essential Job Functions and Responsibilities

• Meeting Coordination
• Coordinates meeting scheduling, agendas and minutes for the clinical team and various committees, including Clinical Forum, Clinical Leadership, Provider Team, Clinical Practice/Operations.
• Distributes agendas and prep materials in advance and ensures proper meeting room setup.
• Records meeting minutes, ensuring accuracy and timely distribution to relevant parties.

• Data Processing and Analysis
• Processes and collates data to create comprehensive reports and visual aids, such as charts and graphs, enabling leadership team members to make informed decisions.
• Maintains organized and accessible data for future reference.

• Clinical Reference Manual Coordination
• Coordinates updates to the clinical reference manual, ensuring all information is current.
• Collaborates with subject matter experts on staff to review and revise content.
• Distributes updated manuals or digital versions to relevant team members and ensures proper version control.

• Conference Travel Planning
• Maintains tracking of conference attendance.
• Collaborates with Human Resources and the Executive Assistant to arrange travel logistics for clinical and other team members, including conference registration, booking flights, lodging, and transportation.

• Student and Staff Coordination
• Coordinates medical and advanced practice provider student file requirements, ensuring all necessary documentation is complete and up-to-date.
• In conjunction with Scheduling Coordinator, coordinates student schedules with providers.
• Coordinates BLS and ACLS classes for certified clinical staff and providers.
• Tracks license and credential expirations for all staff and ensures current copies are on file.

• Patient Experience Support
• Provides administrative support for the patient survey process and assists with initiatives to enhance the patient experience in both the clinic and endoscopy settings.
• Coordinates revisions of clinical patient education materials with external printing vendors.

• Facilities and Building Maintenance Coordination
• Acts as a liaison for building maintenance and facility-related needs.
• Coordinates with internal teams and external vendors to ensure timely resolution of maintenance issues.
• Assists with tracking and scheduling routine maintenance and facility inspections.

• Employee Recognition
• Assists in the planning and coordination of employee recognition efforts, events, milestones, achievements, etc.
• Collaborates with leadership and Human Resources to promote a positive and appreciative workplace culture.

Provides other administrative support to the COO and Director Team as needed.

Performs other duties as assigned.

Minimum Qualifications

• Education
• High school diploma or equivalent required.
• Associate Degree in an Administrative or related program preferred.
• Licensure/Certification
• n/a
• Experience
• Three years of experience as an administrative assistant highly preferred.
• Work experience in the Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) required.

Competencies Required

• Knowledge
• Knowledge of efficient office procedures and organizational practices.
• Skills
• Possess interpersonal, communication, and listening skills necessary to deal effectively and courteously with physicians, coworkers, vendors and all levels of staff.
• Proficient computer skills, specifically Microsoft Outlook, Word, Excel, PowerPoint, and Adobe Acrobat.
• Attention to detail, submitting work with confidence in its accuracy.
• Demonstrates professionalism and respect in all forms of communication and correspondence.
• Strong organizational skills, ensuring documents and information are maintained in an orderly manner.
• Abilities
• Ability to practice integrity by showing an uncompromising adherence to strong moral and ethical principles and values.
• Ability to work in a fast paced, multi-tasking environment while managing rapidly changing demands and re-prioritizing as needed.
• Ability to maintain strict confidentiality of personnel, fiscal, and health information.
• Ability to gather information accurately and efficiently.