Administrative Assistant

Administrative Assistant

Location: West Hollywood, CA 90048

Duration: 13 weeks

Working Schedule: Day Shift || Monday through Friday (8:00 AM 5:00 PM)

Job Summary:

• Years of Experience (minimum): 3 years minimum of administrative experience
• Assist with Program Administration (day-to day, Maintain fellowship schedules, calendars, and rotation assignments, Coordinate meetings, conferences, interviews, timely completion of required tasks)
• Fellow Support (Track licensure, certifications, training requirements, and credentialing documents)
• Recruitment and Interviews (schedule applicant interviews, coordinate communications with applicants and faculty, prepare interview materials and itineraries, assist with recruitment events and ranking processes as directed)
• Accreditation and Compliance (Track evaluations, duty hours (if applicable), and required program documentation)
• Faculty and Leadership Support (Support the Program Director, Associate Program Director, and Program Manager)
• Performance expectations (maintain professionalism and confidentiality, demonstrate strong organizational and time-management skills, communicate effectively with fellows, faculty, and institutional departments, follow established policies and procedures, meet deadlines with minimal supervision, quickly learn program-specific systems and workflows)
• Ad-hoc duties as needed.

Skills Required:

• General administrative, Organizational skills (workflow coordination, records management, event coordination); Communication skills (professional written, business and interpersonal communication); Computer and technical skills (Microsoft Word Suite, Google workspace, document prep. And formatting, PP presentations creation, video conferencing (Zoom and Teams); Administrative Operations (meeting coordination, minute taking, travel arrangements, office supply, mail handling); Data Management (record keeping, document and reports processing, handling confidential information, attention to detail); Problem solving skills; Cross Department collaboration, Multitasking, professionalism, dependability, punctuality.

Skills Preferred:

• Administrative coordination experience.
• Proficiency with Microsoft Office and scheduling systems.
• Strong attention to detail.
• Ability to manage multiple priorities simultaneously.