Administrative Assistant I-Medical Education Administration

About the role

The Administrative Assistant serves as the first point of contact for the Department of Medical Education and plays a key role in ensuring a professional, welcoming, and efficient office environment. This position supports daily departmental operations by assisting visitors, students, faculty, and staff; coordinating communications and administrative processes; and maintaining awareness of departmental activities and events.

Responsibilities

• Greets and directs visitors, students, faculty, and staff and assists with coordinating access to departmental spaces
• Answers, screens, and directs incoming calls and maintains internal contact directories and resources information
• Pick up and distribution of mail and packages for the department
• Processes reimbursements, deposits, petty cash requests, and check distribution while maintaining accurate tracking records
• Orders, receives, and tracks office supplies, equipment, and departmental purchases through institutional procurement systems
• Captures and distributes materials and supplies, including clinical items, Target gift cards, and OMNY cards, while maintaining accurate tracking and documentation for multiple programs
• Sets and submits facilities, engineering, HVAC, maintenance, disposal, and key request tickets
• Maintains organization and functionality of office spaces, supply areas, conference rooms, and shared departmental resources
• Supports meetings, student activities, departmental programs, and special events, including but not limited to orientation, graduation, and various student affairs events
• Serves as backup support to the Administrative Coordinator for Medical Education Administration and performs additional administrative duties as assigned

Qualifications

• Associate's degree or related experience
• Minimum two years of Administrative Experience
• Excellent interpersonal and communication skills; Friendly demeanor
• Exceptional organizational skills
• Exceptional attention to detail and accuracy
• Proficiency in Microsoft office suite