​Administrative Assistant​

• Provide daily administrative support to clinical and program leaders within the section(s). 

• Provide administrative assistance including project plans, scheduling meetings, coordinating resources, planning, and execution of deliverables for standing meetings, lectures, and projects within the assigned section(s). Track and help drive completion of key deliverables and follow up on outstanding items. 

• Provide and manage administrative, expense, and logistic support for one or more sections, including but not limited to project schedules, calendar management, room reservations, expense management, travel logistics, and faculty and staff recruitment efforts, all with a sense of urgency and utmost confidentiality. 

• Prep, set up, execute, and follow up on meetings, interviews, functions, and projects ensuring oversight is well-coordinated, timely, and effective. 

• Organize and manage meetings and other section initiatives. Enhance and continually refine the onboarding process for new faculty, staff, and trainees, while also providing hands-on assistance with their onboarding needs. 

• Oversee the Medical Staff Office credentialing, re-credentialing, licensure, and certification processes for faculty, academic personnel, and Advanced Practice Providers. Track and help drive completion of key deliverables and follow up on outstanding items. 

• Provides confidential and high-level administrative support for a leader. Stays informed of activities relating to University programs and initiatives, apprising the leader of issues when deemed necessary. Coordinates information flow from leader's office to University. May staff Board of Directors meetings. Relieves leaders of administrative responsibilities. 

• Initiates correspondence and other written materials under own signature or for signature of the leader. Triages emails and telephone calls for action. Resolves routine and complex inquiries. May act as liaison to Board of Directors. 

• Coordinates special projects as directed by the leader. Prepares write ups for recommendations for operational and administrative problems. May manage a portion of the leader’s budget, monitoring and reconciling accounts. Prepares financial and/or administrative reports. 

• Prepare special reports and summaries, assists in managing daily operation of the office, and may assist in developing administrative goals and policies. Maintains the leader’s calendar, exercising considerable discretion and judgment as to priorities and effective use of the leader’s time. 

• Performs other related work as needed. 

Preferred Qualifications  

Education: 

• Bachelor’s Degree.

Experience: 

• Previous experience in an administrative support role. 

• Previous experience in progressively responsible administrative support roles within an academic healthcare setting. 

• Experience leading at least one sizable, complex project, preferably serving multiple and/or competing constituencies. 

Preferred Competencies 

• Knowledge of project management concepts and best practices, such as resource allocation, budget, and schedule management, as well as the standard methods for communicating project updates to leadership. 

• Self-starter who can operate in a complex administrative environment with limited oversight.  

• Ability to manage competing priorities, work simultaneously on multiple initiatives, and meet deadlines. 

• Ability to handle confidential and sensitive materials and situations. 

• Strong verbal and writing skills; ability to communicate clearly and effectively.  

• Proficiency in Microsoft Office. 

• Strong analytical and organizational skills. 

• Proficiency in interacting comfortably with a wide range of professionals, from physicians and nurses to senior executives, faculty, and staff, fostering familiarity and a sense of comfort in a diverse academic healthcare environment. 

• Ability to develop collaborative relationships throughout the organization. 

• Familiarity working in an academic medical center environment. 

Working Conditions  

• Office Environment. 

Application Documents  

• Resume (required) 

• Cover Letter (required)