Senior Administrative Assistant - Gastroenterology & Hepatology

About the role

The Senior Administrative Assistant provides complex administrative support requiring independent judgment, initiative, discretion, and knowledge of medical terminology and administrative procedures. The Senior Administrative Assistant supports departmental operations that directly impact patient care, research, and education while ensuring efficient coordination of faculty, departmental, and administrative activities. Gastroenterology & Hepatology is a dynamic clinical and academic department supporting patient care, research, and educational initiatives. The administrative team is very knowledgeable and works well together. The Senior Administrative Assistant plays an essential role in supporting six clinical faculty members, including two full professors, two associate professors, and three assistant professors, while ensuring the ongoing operational needs of the department are met. The Senior Administrative Assistant contributes significantly to departmental efficiency, productivity, and service excellence.

Responsibilities

• Provide high-level administrative support to critical departmental functions
• Support six clinical faculty members at the main location
• Establish priorities and deadlines for completion of projects and assignments
• Utilize independent judgment, initiative, and discretion when handling confidential information
• Verify compliance with institutional requirements, guidelines, and policies
• Gather facts, analyze information, and determine appropriate solutions based on departmental practices
• Maintain departmental efficiency, productivity, and operational effectiveness
• Perform other duties as assigned
• Manage faculty calendars and communicate scheduling conflicts, confirmations, and meeting reminders
• Prepare and coordinate travel itineraries through the Concur system
• Ensure timely submission of faculty reimbursement expense reports
• Maintain and track annual EXT hours
• Maintain curriculum vitae in the appropriate institutional format
• Create and format manuscripts, protocols, slides, and presentation materials
• Update Faculty PRS Development Fund expenditure reports monthly
• Manage conference room reservations
• Monitor company and center budget activity as assigned
• Ensure expenditures are processed according to institutional guidelines
• Ensure faculty reimbursement requests are completed accurately and timely
• Serve as primary Kronos timekeeper
• Process Web Schedule updates as needed
• Serve as backup to the departmental purchasing system
• Serve as backup for asset management and departmental inventory
• Process departmental office and kitchen supply orders
• Manage departmental key control activities
• Assist with the patient care process by handling calls from patients, referring physicians, care centers, and new patient referrals
• Process Block/Unblock Clinical Schedule notifications
• Maintain and update department directories and phone coverage schedules
• Process signage requests and badge activations for the department
• Serve as backup for maintaining and updating GHN IP on-call assignments in the institutional Web On Call calendar
• Coordinate communication among faculty, staff, patients, and external stakeholders

Qualifications

• Ability to provide high-level administrative support
• Ability to manage faculty calendars
• Ability to coordinate travel through Concur
• Ability to process reimbursement and expenditure documentation
• Ability to maintain confidential information
• Ability to assist with patient care communications
• Ability to serve as a Kronos timekeeper
• Ability to create and format manuscripts and presentations
• Ability to maintain departmental records
• Ability to verify compliance with institutional requirements, guidelines, and policies

Requirements

• High School Diploma or Equivalent
• 5 years Administrative/secretarial experience or 3 years required experience with Associate's degree or 1 year required experience with Bachelor's degree
• Must pass pre-employment skills test as required and administered by Human Resources
• This position may be responsible for maintaining the security and integrity of critical infrastructure, as defined in Section 113.001(2) of the Texas Business and Commerce Code and therefore may require routine reviews and screening. The ability to satisfy and maintain all requirements necessary to ensure the continued security and integrity of such infrastructure is a condition of hire and continued employment.

Preferred qualifications

• Knowledge of medical terminology and administrative procedures
• Proficiency with Concur and Kronos systems
• Strong organizational and communication skills
• Experience supporting departmental purchasing, inventory, badge administration, and operational functions
• Associate's Degree or Bachelor's Degree

Schedule

Monday-Friday, Days. Onsite, 1-2 days a week.

Pay

$45,500 - $57,000 - $68,500

Benefits

• Employer-paid medical coverage starting day one for employees working 30+ hours/week
• Optional group dental, vision, life, AD&D, and disability insurance
• Accruals for PTO and Extended Illness Bank, plus paid holidays, wellness, childcare, and other leave options
• Tuition Assistance Program after six months of service
• Access to extensive wellness, fitness, and employee resource groups
• Defined-benefit pension through the Teachers Retirement System
• Voluntary retirement plans
• Employer-paid life and reduced salary protection programs