Administrative Assistant I - Div Gen Int Medicine

About the role

The Administrative Assistant provides high-level administrative and operational support to the Research Program within the Division of General Internal Medicine. This role supports research faculty and staff by managing day-to-day logistics, coordinating activities, and ensuring efficient office operations in a fast-paced academic environment.

Responsibilities

• Provide administrative support, including calendar management, scheduling, and correspondence
• Coordinate large meetings and events, including room setup, catering, and audio/visual needs
• Process travel requests and reimbursements
• Support research space and facilities coordination
• Oversee office operations, including ordering and maintaining office supplies and vendor coordination
• Track and manage office and research equipment, including inventory and maintenance
• Handle incoming and outgoing mail, shipping, and courier services
• Support onboarding of new staff and assist with general program coordination
• Maintain compliance documentation, including certificate tracking and renewal of software licenses and subscriptions

Qualifications

• Associates Degree in Secretarial Science or related field, or HS/GED plus two years of related experience (Bachelors Degree preferred)
• 2–3 years administrative or medical office experience required

Preferred Skills

• 2+ years of administrative experience, preferably in an academic, healthcare, or research setting
• Strong organizational, multitasking, and problem-solving skills
• Excellent written and verbal communication skills
• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint)
• Ability to work independently and collaboratively with diverse teams
• High level of professionalism and discretion in handling confidential information
• Experience supporting research faculty or academic programs
• Familiarity with research operations
• Experience with office or facilities coordination

The salary range for the role is $22 – $34.52 per hour. Actual salaries depend on a variety of factors, including experience, education, and operational need.