Senior Administrative Assistant - Geriatric and Palliative Medicine

About the role

Under general direction, perform routine and advanced administrative duties requiring considerable skill and in-depth knowledge of organizational policies and procedures.

Responsibilities

• Coordinate complex calendar management for faculty, advanced practice providers (APPs) and staff leaders using MS Outlook, ensuring synchronization with clinical and academic schedules; review and comprehend schedules in Spok, Epic and Qgenda; identify and resolve calendar conflicts.
• Coordinate schedules, meetings, appointments, and travel itineraries.
• Demonstrate proficiency in digital collaboration platforms (e.g., Microsoft 365, Zoom, Teams) to manage complex calendars, create shared materials, and support distributed work.
• Prepare, proofread, and distribute confidential correspondence, reports, memoranda, and other documents.
• Support faculty and APPs with administrative tasks such as absence request processing; CV, resume, and faculty promotion portfolio maintenance; learner precepting and educational rotations.
• Provide administrative support for divisional and other committees and grants, including scheduling meetings, preparing agendas and materials, managing logistics, attending sessions, capturing and distributing minutes, and ensuring timely follow-up on action items.
• Maintain budgets, website information, and submit invoice payments as necessary.
• Prepare agendas, presentations, and meeting materials; take and disseminate minutes as needed.
• Coordinate continuing medical education events including committee planning meetings, budgeting, speaker and registrant communications, website, registration, venue coordination and related responsibilities.
• Coordinate divisional employee engagement events, including outings, celebrations, wellness events, etc.
• Use advanced software functions to create templates, macros, and formatted documents.
• Screen calls and visitors; resolve complex inquiries and triage appropriately.
• Coordinate administrative aspects of faculty and APP recruitment, onboarding, departures, and credentialing/re-credentialing in collaboration with division leadership and Faculty Affairs/Human Resources.
• Monitor budgets and process payments, requisitions, and invoices.
• Assist in training or orienting other administrative staff.
• Provide backup administrative support and assistance with special projects as needed.

Knowledge – Skills – Abilities

• Knowledge of Computers
• Clerical Procedures
• Customer Service Standards
• Collaboration and Information Management
• Microsoft 365 – Outlook, Word, Excel, PowerPoint, and Teams
• Workday
• Virtual Conferencing – Zoom/Teams
• Organization
• Time Management
• Interpersonal, Communication, and Problem-Solving Skills

Qualifications

• Appropriate experience may be substituted on equivalent basis.
• Minimum Required Education: High school diploma
• Minimum Required Experience: 5 years of experience

Physical Requirements

• Work requires occasionally lifting moderate weight materials, standing, or walking continuously.

Work Environment

• Occasional exposure to dust, noise, temperature changes, or contact with water or other liquids.
• Work is performed in an environmentally controlled environment.

Sensory Acuity

• Ability to detect and translate speech or other communication required.
• May occasionally require the ability to distinguish colors and perceive relative distances between objects.