Senior Administrative Assistant - CIBMTR

Supports the Center for International Blood and Marrow Transplant Research (CIBMTR) Faculty and Staff in a team environment, performing advanced administrative duties including coordination of administrative functions, meeting agendas, schedules, research, and preparation of materials.

Responsibilities

• Serve as primary support for coordination of events, appointments, meetings, travel itineraries, and related arrangements for Faculty and Staff, including communication with the National Marrow Donor Program (NMDP) Affiliate CIBMTR office, the Blood and Marrow Clinical Trials Network Program (BMT CTN), and international partners within the CIBMTR network.
• Act as a key point of contact for various audiences, independently composing emails and correspondence in response to routine inquiries.
• Greet visitors, determine access, and handle inquiries with professionalism, ensuring rapport-building and confidentiality.
• Maintain strict confidentiality regarding sensitive management issues at CIBMTR.
• Utilize complex functions of computer applications (MS Word, Excel, Outlook, PowerPoint) to create presentations, forms, minutes, letters, memos, and compile research data.
• Read, analyze, and determine the significance and distribution plan for incoming memos, emails, reports, and submissions.
• Develop and maintain constructive, cooperative working relationships with key resources over time.
• Coordinate and maintain calendars, including events, appointments, meetings, and travel itineraries for assigned staff.
• Maintain office equipment, including changing toner, ordering and tracking supplies, and troubleshooting basic issues.
• Process payment requests, requisitions, and invoices.
• Provide general office support, including mail distribution, outgoing mail processing, and maintenance of office equipment (printers, copier/fax).
• Perform other duties as assigned.

Skills

• Proficiency in computers, administrative procedures, and information management.
• Strong organization, time management, interpersonal, communication, and problem-solving skills.
• Knowledge of customer service standards and collaboration techniques.

Qualifications

• Minimum Required Education: High school diploma.
• Minimum Required Experience: 5 years of relevant experience (appropriate experience may substitute for education).
• Preferred Education: Bachelor’s degree.
• Preferred Experience: Administrative experience in a medical or research environment.

Physical Requirements

• Occasional lifting of moderate-weight materials.
• Continuous standing or walking.
• Occasional exposure to dust, noise, temperature changes, or contact with water/other liquids.
• Work is primarily performed in an environmentally controlled office setting.

Sensory Acuity

• Ability to detect and translate speech or other communication.
• Occasional need to distinguish colors and perceive relative distances between objects.

Benefits

• Outstanding healthcare coverage (Health, Vision, Dental) with flexible spending options.
• 403B Retirement Package.
• Competitive vacation and paid holidays.
• Tuition reimbursement.
• Paid parental leave.
• Employee & Family Assistance Program (EFAP).
• Pet insurance.
• On-campus fitness facility with classes.
• Discounted rates on select cell phone plans, local fitness facilities, and Milwaukee recreation/entertainment.