Senior Administrative Assistant

Overview

The Senior Administrative Assistant will serve as the primary administrative support for the Division of Surgical Oncology, ensuring efficient operations, coordination of faculty and clinical schedules, and high-quality administrative assistance across the division.

Responsibilities

• Maintain complex calendars, coordinate travel, organize events, manage financial transactions, and support faculty and staff with administrative tasks.
• Handle sensitive information with discretion and maintain a professional demeanor.
• Work hours are 8:30-5pm with a 1hr lunch break. First 3 months fully Onsite, then Hybrid (Wed, Thurs and Friday required onsite).

Required Skills And Abilities

• Demonstrated expertise in Outlook calendar management, including managing complex faculty schedules.
• Proven experience with surgical scheduling and coordination of clinical workflows.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Microsoft Teams.
• Exceptional organizational and time-management skills, with the ability to prioritize competing demands in a fast-paced clinical and academic environment.
• Strong multitasking abilities and a high level of attention to detail.

Preferred Skills And Abilities

• Familiarity with systems such as Workday, Epic, and other administrative or financial software.
• Demonstrated experience with supporting oncology/Melanoma surgery.
• Demonstrated experience with Qualtrics.
• Prior experience working in an academic or medical environment, supporting faculty or research staff.
• Ability to learn new technologies quickly, adapt to changing work environments, and take initiative in a highly dynamic setting.

Principal Responsibilities

• Oversees and coordinates administrative, program, and office activities.
• Selects, implements, and coordinates office procedures and systems.
• Serves as the principal source of information to students, staff, and faculty on policies, procedures, programs, and office activities.
• Oversees, instructs, and coordinates activities of support staff.
• Oversees the preparation of materials for grants, contracts and budgets.
• Makes sure expenditures are monitored and financial statements are reconciled.
• Provides editorial support for a journal/publication.
• Proofreads and edits material for grammatical and factual accuracy.
• Tracks copy through various editing and production stages.
• Communicates with authors, printers, and others concerned with published work.
• Determines administrative, facility, and equipment needs for symposia, lectures, seminars, and conferences.
• Assembles and arranges for necessary items.
• Determines sources of data.
• Compiles, synthesizes, and manipulates data.
• Summarizes findings and writes reports or portions of reports.
• Greets visitors.
• Answers and screens telephone calls.
• Assesses nature of business.
• Responds to requests for information and provides assistance.
• Screens and responds to mail.
• Formats, keyboard, proofread, and edits correspondence, reports, manuscripts, grants, and other material.
• Reviews outgoing material for completeness, dates, and signatures.
• Composes substantive correspondence and written material.
• Covers travel arrangements.
• Schedules and coordinates meetings and appointments.
• Orders and maintains inventory of supplies.
• Takes minutes or dictation.
• Performs additional functions incidental to office activities.

Required Education And Experience

• Six years of related work experience, four of them in the same job family at the next lower level, and high school level education; or four years of related work experience and an Associate's degree; or little or no work experience and a Bachelor's degree in a related field; or an equivalent combination of experience and education.

Job Posting Date

07/14/2026

Job Category

Administrative Support

Bargaining Unit

L34

Compensation Grade

Grade D

Compensation Grade Profile

Hourly Range $31.83

Time Type

Full time

Duration Type

Staff Work Model Hybrid