Administrative Assistant, Pediatric Gastroenterology

Responsibilities

• Serve as the division's primary administrator for QGenda, managing faculty clinical, call, and other divisional schedules.
• Build, maintain, and update schedules in accordance with divisional guidelines, faculty preferences, and operational requirements.
• Cookordinate schedule changes, coverage requests, and provider availability while ensuring accuracy and compliance with departmental procedures.
• Generate schedule reports, maintain scheduling records, and support ongoing schedule optimization efforts.
• Collaborate with departmental leadership, faculty, and other administrative professionals to ensure effective scheduling practices and continuity of operations.
• Collaborate with Medical Center Ambulatory Access regarding all faculty schedule changes to ensure the EMR accurately reflects Q-Genda and Outlook calendars.
• Provide administrative support to faculty members, divisional leadership, and staff.
• Manage complex calendars, schedule meetings, coordinate appointments, and arrange travel.
• Serve as a liaison between faculty, staff, departmental offices, and external stakeholders.
• Respond to faculty inquiries and facilitate communication with departmental and institutional contacts.
• Coordinate faculty recruitment activities, including interview scheduling, candidate itineraries, and recruitment logistics.
• Manage faculty onboarding and offboarding processes, ensuring timely completion of required documentation, access requests, training requirements, and departmental orientation activities.
• Coordinate faculty credentialing and recredentialing activities.
• Prepare and maintain faculty and divisional documents, including curriculum vitae, licensure documentation, credentialing materials, reappointment packages, presentations, and correspondence.
• Draft, edit, and maintain confidential reports, forms, and other administrative documents.
• Process expense reports, reimbursements, and other financial transactions in accordance with University policies.
• Maintain faculty allotments and provide account management support.
• Coordinate meetings, conferences, recruitment activities, and special events.
• Arrange event logistics, including scheduling, catering, venue reservations, travel arrangements, and preparation of materials.
• Assist with office space requests, office moves, and other operational needs.
• Maintain office supplies, equipment, and workspace resources and coordinate maintenance needs as appropriate.
• Support divisional and departmental projects and initiatives as assigned.

Requirements

• Education: High School Diploma
• Experience: One-year relevant experience required for intermediate administrative assistant, three-year relevant experience for senior administrative assistant.
• Preferred Qualifications: Advanced proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint. Prior administrative experience is preferred.

Benefits

This position is a non-exempt-level, benefited position. The hiring range is $42,000 - $55,000, commensurate with experience.

Pay

$42,000 - $55,000, commensurate with experience.

Schedule

On-site, Monday-Friday.