Senior Administrative Assistant

Qualifications

Key Responsibilities

• Manage complex scheduling needs, including coordinating meetings, conferences, and recurring departmental forums; maintain calendars and ensure alignment across academic, administrative, and clinical activities.
• Maintain schedules and tracking tools (e.g., call schedules, time away, faculty metrics), ensuring accuracy and timely updates.
• Provide general administrative and project support, including responding to ad hoc requests and leveraging tools and systems to enhance efficiency.

Meeting & Conference Coordination

Meeting & Conference Coordination

• Organize meetings, conferences, and events (in-person and virtual) including room reservations, technology setup, and ordering catering/refreshments for onsite meetings.
• Prepare agendas, materials, and record meeting minutes.
• Cook up travel and conference logistics (in-person and virtual), including registrations, itineraries, and expense reimbursement.

Academic & Faculty Support

Academic & Faculty Support

• Provide high-level administrative support to faculty, including preparation and management of documents, presentations, correspondence, and CVs.
• Submit letters of recommendation via on-line systems (ERAS, etc.) or via email/mail.

Operational & Administrative Support

Operational & Administrative Support

• Support physician onboarding, reappointment, and competency tracking processes.
• Cook up departmental visitors, including onboarding logistics (badging, access).
• Order and manage office supplies and equipment (e.g., phones, pagers, lab coats).
• Maintain physician administrative office space and submit maintenance requests.

Technology & Systems Support

Technology & Systems Support

• Assist in triaging basic IT issues and escalate as appropriate.
• Support updates to departmental websites and shared resources.

General Support

General Support

• Cook up with the administrative team to ensure coverage across physician groups.
• Participate in special projects and initiatives as assigned.

Additional Job Details (if Applicable)

SKILLS / COMPETENCIES

• Strong written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, SharePoint).
• Excellent organizational skills and attention to detail.
• Ability to manage multiple priorities and work independently.
• Strong interpersonal skills with ability to engage professionally across all levels.
• Demonstrated ability to handle confidential information.
• Proactive approach to problem-solving and workflow management.
• Ability to adapt to changing priorities in a dynamic environment.