Administrative Coordinator

UBMD Physicians Group•Buffalo, NY

1d•$50,000 - $65,000•Onsite

About The Position

The Department of Obstetrics and Gynecology/UBMD Obstetrics & Gynecology is seeking an experienced, hard-working, and detail-oriented Administrative Coordinator to support a wide variety of administrative functions. The AA will work closely with the Chair and other leadership to increase effectiveness and efficiency within the organization. The ideal candidate has excellent communication skills, is passionate about organization, can complete task with minimal direction, and thrives in a highly dynamic environment.

Requirements

Bachelor's Degree required
Two or more years of administrative experience in a university, healthcare, or other complex setting
Two or more years achieving goals in a fast paced, highly dynamic environment
Strong communication and interpersonal skills including the ability to respectfully interact with diverse populations
Excellent organizational skills: multi-tasking, prioritizing, attend to detail
Proficient in Microsoft Word and Excel
Passionate about spreadsheets, tracking, and compliance
Ability to remain flexible and maintain composure in a changing environment
Strong professional judgement and independent resourcefulness, while handling multiple time-sensitive projects that require concise problem-solving.
An individual who will take initiative, maintain confidentiality, and be diplomatic, collaborative, and flexible at all times
Self-motivated professional who is able to work both independently and as part of a team
Fast learner and capable of on-the-job learning pertinent to new departmental initiatives and changes in policies and other related regulations

Nice To Haves

Familiarity with UB processes and web applications, preferred

Responsibilities

Oversee the department's main phone lines, directing calls, and taking messages
Schedule meetings, taking minutes, and developing/maintaining calendars, including clinical schedules
Organize and maintain office inventory, stationery, and consumable supplies
Handling and distributing departmental mail, including managing all package shipping needs
Be the point of contact for faculty
Collaborate with the ATC on various administrative tasks and projects
Assist the ATC with faculty appointment and promotion paperwork/processes, including preparation of letters, CVs, portfolios, and annual reviews
Faculty and staff onboarding including training, accounts set up, training, and complianceGrand Rounds administration
Work collaboratively with the Residency Program team, providing administrative support
Work collaboratively with the Assistant to the Chair (ATC) and other department staff to implement the 4 core pillars of UB OBGYN: clinical, administrative, research, and education
Facilitate relationships and communications with external stakeholders
Aid in the coordination of research-related applications and processes
Assist Faculty in writing fellowship and other applications