Administrative Assistant

About the Role

We have an exciting opportunity to join our team as an Administrative Assistant. The Administrative Assistant provides comprehensive administrative and programmatic support to the Division Director, Division Administrator, and the division at large. Working under general supervision, this individual performs a broad range of administrative, operational, and support functions to ensure the efficient day-to-day management of divisional activities. The role requires strong organizational skills, communication skills, sound judgment, and attention to detail. The Administrative Assistant may also provide guidance to support staff, as needed, and will serve as cross-coverage for other staff within the Department of Pediatrics.

Responsibilities

• Provides comprehensive administrative support to the division and/or department to maintain and enhance workflow, operational efficiency, and overall effectiveness.
• Independently drafts, responds to, types, edits, and proofreads correspondence, memoranda, reports, and other documents with accuracy and professionalism.
• Gathers data and information from a variety of sources, compiles and summarizes findings, prepares routine and ad hoc reports, and responds to requests for information as appropriate.
• Manages calendars and coordinates complex scheduling arrangements involving multiple individuals, meetings, and conferences with minimal supervision.
• Organizes and supports meetings and conferences; adjusts or cancels meetings as needed based on knowledge of priorities, subject matter, and attendees.
• Assists with special event planning and may coordinate travel arrangements and itineraries as needed.
• Develops, maintains, and improves filing systems and internal mail distribution processes to support efficient office operations.
• Maintains divisional contact lists, distribution lists, and other administrative records to ensure information is accurate and up to date.
• Provides backup reception support as needed and serves as a key point of contact for the division, both internally and externally.
• Acts as a professional representative and visible face of the division through in-person, virtual, and email interactions with visitors, faculty, staff, patients, and other guests.
• Responds to inquiries in a courteous, timely, and professional manner, resolves non-routine issues within established policies and procedures, and escalates more complex questions or concerns to the appropriate individual.
• Performs general clerical duties, including copying, scanning, faxing, mailing, and filing.
• Orders office supplies, monitors inventory, and maintains organization of department workspaces and supply areas.
• Prepares reimbursement requests, purchase orders, and other routine administrative or financial documents in accordance with institutional policies.
• Assists with coordination of divisional events, educational activities, and faculty meetings, including room reservations, catering, materials preparation, and attendee communication.
• Assists with onboarding and offboarding processes for faculty, staff, trainees, and other division personnel, including preparation of materials, coordination of access, and tracking of required documentation.
• Performs other related duties as assigned.

Qualifications

• Associate's degree in a related field.
• Minimum of three years of related experience in an administrative support role or the equivalent combination of education and experience.
• Proficient in the use of Microsoft Office Word, Excel, and Access.
• Ability to develop moderately sophisticated spreadsheets; set up routine computer procedures; resolve simple software/hardware problems.
• Ability to access e-mail, electronic calendars, and other basic office support software.
• Effective oral, written, communication, interpersonal, and customer service skills.
• Ability to proofread documents and write clear, concise first drafts.
• Ability to type at a speed of at least 50 net words per minute.
• Ability to multi-task while paying attention to detail.
• Ability to exercise administrative judgment and assume responsibility for decisions, consequences, and results.

Preferred Qualifications

• Three years of responsible administrative experience.
• Qualified candidates must be able to effectively communicate with all levels of the organization.

Pay

The salary range for the role is $53,294.21 - $68,900.00 Annually. Actual salaries depend on a variety of factors, including experience, specialty, education, and hospital need.

Note: The salary range or contractual rate listed does not include bonuses/incentive, differential pay or other forms of compensation or benefits.