Job Description

Position Summary

The Administrative Assistant will provide comprehensive administrative support to the Chair’s Office and Core Administrative unit of the Department of Medicine. This role entails ensuring that Core Administrative team members have the necessary tools to fulfill their duties. The incumbent will also assist the Chair of Medicine, Vice Chairs of Medicine, Medicine Chief Financial Officer, and other core administration senior leaders in scheduling, coordinating meetings, hosting visitors, and managing general administrative tasks. The ideal candidate will be highly organized, detail-oriented, and possess strong communication skills.

Responsibilities

Schedule appointments and create Zoom and webinar meetings for core administration senior leaders.
Assist in coordinating Bi-weekly online Grand Rounds seminars and in-house lectures.
Serve as the front desk point of contact for the Chair’s suite, welcoming visitors and addressing inquiries.
Provide hospitality to high-profile visitors, guiding them to meetings and ensuring punctual attendance.
Serve as an assistant for the Chair and Vice Chairs of Medicine in the absence of the Chief of Staff, handling calls, mail, and visitors.
Manage all facilities and IT requests for the offices, mailroom, bathrooms, and conference rooms.
Manage requests for conference room usage and ensure maintenance.
Procure and maintain office supplies using the ARC and Staples systems.
Coordinate new phone orders and relocations using the ServiceNow system.
Supervise and mentor high school students and other volunteers in the Chair’s suite.
Arrange travel using the Concur system and process travel and business expense reimbursements.
Coordinate annual interviews for the 3-Year PhD to MD program and evaluation processes.
Perform additional related duties assigned or requested.
Minimum Qualifications

Bachelor's degree or equivalent in education and experience
Demonstrated experience providing executive-level administrative support.
Proficiency in scheduling software and video conferencing platforms.
Excellent communication and interpersonal skills.
Strong organizational and multitasking abilities.
Proficiency in office management systems and software (e.g., ServiceNow, Concur).
Ability to maintain confidentiality and professionalism when handling sensitive information.
Working knowledge of Microsoft Office Programs: Word, PowerPoint, and Excel.
Preferred Qualifications

Previous experience in healthcare administration
Other Requirements

Successful completion of applicable compliance and systems training requirements