Administrative Assistant - Medicine
About The Position
The Senior Administrative Assistant provides senior-level administrative and process support for the Department of Medicine's College of Medicine faculty affairs and academic administration portfolio. The role supports recurring, high-volume College responsibilities across the department, including AC-40s, annual faculty evaluations, promotion and tenure coordination, Activity Insight process support, faculty affairs deadlines, and academic council administration. The Senior Administrative Assistant will coordinate closely with College of Medicine Faculty Affairs, University partners, Vice Chairs, Division Chiefs, faculty, and departmental administrative leadership. The Administrative Assistant provides support to ensure the efficient operation of the office; coordinates schedules, handles communications, organizes files, and assists staff and management with a variety of administrative tasks; supports budget and data activities; serves as a key point of contact for students, faculty, staff, and external stakeholders.
Requirements
- Associate Degree
- 4+ years of relevant experience
- Equivalent combination of education and experience accepted
- Applicants must be authorized to work in the U.S.
Responsibilities
- Plan, organize, and coordinate daily office activities and administrative processes
- Provide general office support, ensuring efficient workflow and adherence to institutional policies and procedures
- Create, organize, and maintain files, records, and databases
- Greet visitors and provide information; review, respond to, and appropriately direct inquiries
- Serve as a primary point of contact for students, faculty, staff, fellows, and external partners
- Compose, review, and distribute internal and external communications
- Maintain calendars, schedule meetings, and coordinate appointments
- Provide support for scheduling travel arrangements
- Coordinate meeting logistics, including scheduling, agenda development, and preparation of materials
- Review, edit, and format reports, presentations, and correspondence
- Collect and organize data, including budgetary and operational information
- Compile and maintain records to support departmental and institutional reporting needs
- Track expenditures and assist with budget preparation and projections
- Initiate financial transactions, reimbursements, and budget revisions in accordance with policies
- Maintain inventory and order office supplies
- Support and coordinate meetings, workshops, and special events; reserve spaces, develop itineraries, prepare materials, and coordinate across teams
- Serve as a point of contact for vendors and event stakeholders
- Respond to inquiries and issues while ensuring compliance with unit and university policies and procedures
- Handle sensitive and confidential information with discretion
- May supervise staff members, including hiring, training, development, and performance management
Benefits
- Comprehensive medical coverage
- Dental coverage
- Vision coverage
- Robust retirement plans
- Substantial paid time off (holidays, vacation, sick time)
- 75% tuition discount for employees, eligible spouses, and children
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What This Job Offers
Job Type
Full-time
Career Level
Senior
Education Level
Associate degree
