Senior Administrative Assistant - Otolaryngology - Days

Provides comprehensive administrative support to the Chair and assigned faculty within the Department of Otolaryngology/Head and Neck Surgery.

Responsibilities

• Faculty Support & Scheduling
  • Manages faculty and division calendars
  • Updates and distributes on-call calendars
  • Tracks PTO and clinic closures
• Meetings & Communication
  • Sets agendas and distributes materials for division meetings
  • Manages event planning and logistics for division events
• Travel & Reimbursement
  • Coordinates travel (including prior authorizations)
  • Processes travel reimbursements
• Credentialing & Purchasing
  • Handles licensure and credentialing processes
  • Purchases medical/office supplies
• Medical Administrative Tasks
  • Uses knowledge of medical terminology to support secretarial duties
  • Compiles and maintains medical records, charts, and reports

Requirements

• Experience
  • Required: Minimum of three (3) years of previous secretarial/administrative work experience in an office setting
  • Previous experience with Microsoft Office applications and e-mail/calendaring
  • Preferred: Four (4) years of previous secretarial/administrative work experience in an office setting
  • Previous experience in a health care setting
• Education/Training
  • Required: High School Diploma or equivalent
  • Preferred: Associate Degree in Business, Accounting or related field from an accredited program
• Skills & Competencies
  • Organizational & Multitasking Skills
  • Excellent Communication (both written and verbal)
  • Proficiency in Medical Terminology
  • Knowledge of Hospital/Clinical Administrative Systems
  • Independence & Decision-Making Ability
  • Technological Proficiency (e.g., Outlook, Excel, EMR systems)
• Ideal Candidate Profile
  • Experienced in healthcare administration
  • Comfortable balancing multiple calendars and priorities
  • Familiar with academic medical environments
  • Proactive and solutions-oriented, with good judgment
• Physical Requirements
  • Physical: Lifting 20-50 lbs, prolonged standing, prolonged sitting, frequent bending, walking, climbing (steps, ladder, other), repetitive motion
  • Mental/Sensory: Strong recall, reasoning, problem solving, hearing, speaking clearly, writing legibly, reading, logical thinking
  • Emotional: Fast-paced environment, steady pace, ability to handle multiple priorities, frequent and intense customer interactions, noisy environment, ability to adapt to frequent change
• Performs assigned administrative/secretarial functions with minimal supervision and guidance.

Pay

Compensation Range: $18.39 - $28.51 per hour. Actual salary offers will be based on relevant work experience, credentials, and qualifications.