Senior Administrative Assistant

Senior Administrative Assistant

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Overview

The Senior Administrative Assistant will serve as the primary administrative support for the Division of Surgical Oncology, ensuring efficient operations, coordination of faculty and clinical schedules, and high-quality administrative assistance across the division. You will support both HPV and Endocrine Surgery. Responsibilities include maintaining complex calendars, coordinating travel, organizing events, managing financial transactions, and supporting faculty and staff with administrative tasks. The role demands high-level organizational, communication, and customer service skills to interact effectively with internal and external stakeholders. The Assistant must handle sensitive information with discretion and maintain a professional demeanor at all times.

The work hours are 8:30-5pm with a 1hr lunch break. The first three months will be fully Onsite. After three months the role will be Hybrid (Wed, Thurs and Friday required onsite).

Required Skills and Abilities

1. Demonstrated expertise in Outlook calendar management, including managing complex faculty schedules. Expense processing and coordination of travel arrangements.

2. Proven experience with surgical scheduling and coordination of clinical workflows. Epic experience with scheduling, documentation, and patient workflows.

3. Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Microsoft Teams.

4. Exceptional organizational and time-management skills, with the ability to prioritize competing demands in a fast-paced clinical and academic environment. Strong multitasking abilities and a high level of attention to detail.

Principal Responsibilities

1. Oversees and coordinates administrative, program, and office activities. Establishes, selects, implements, and coordinates office procedures and systems. Serves as principal source of information to students, staff, and faculty on policies, procedures, programs, and office activities.

2. Oversees, instructs, and coordinates activities of support staff. Oversees the preparation of materials for grants, contracts and budgets. Monitors expenditures and reconciles financial statements.

3. Provides editorial support for a journal/publication. Proofreads and edits material for grammatical and factual accuracy. Tracks copy through various editing and production stages. Communicates with authors, printers, and others concerned with published work.

4. Determines administrative, facility, and equipment needs for symposia, lectures, seminars, and conferences. Assembles and arranges for necessary items. Determines sources of data. Compiles, synthesizes and manipulates data. Summarizes findings and writes reports or portions of reports.

5. Greets visitors. Answers and screens telephone calls. Assesses nature of business. Responds to requests for information and provides assistance. Screens and responds to mail.

6. Formats, keyboard, proofread, and edits correspondence, reports, manuscripts, grants, and other material. Assembles attachments and corresponding material. Reviews outgoing material for completeness, dates, and signatures. Composes substantive correspondence and written material.

7. Coordinates travel arrangements. Schedules and coordinates meetings and appointments. Orders and maintains inventory of supplies. Takes minutes or dictation. Performs additional functions incidental to office activities.

Required Education and Experience

Six years of related work experience, four of them in the same job family at the next lower level, and high school level education; or four years of related work experience and an Associate's degree; or little or no work experience and a Bachelor's degree in a related field; or an equivalent combination of experience and education.