Senior Administrative Assistant

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Hourly Range

$31.83

Overview

Department of Emergency Medicine, Front Desk & Office Administration

Position Summary

Reporting to the Chief of Staff, with oversight from the Executive Assistant to the Chair and Team Lead, the Senior Administrative Assistant to the Department of Emergency Medicine, Front Desk & Office Administration, provides high-level administrative, operational, and front-facing support to department leadership, faculty, staff, residents, and visitors. This is a fully on-site position, five days per week, serving as the primary point of contact and the "face of the department."

This role is central to the department's culture and daily operations. The Senior Administrative Assistant will view the front desk as a hub that connects people, information, and resources, helping to unite the department and create a welcoming, professional environment. The Senior Administrative Assistant will act as a trusted fountain of information for both the department and the broader university, demonstrating sound judgment, discretion, and strong service orientation.

In this role, the Senior Administrative Assistant oversees office administration, the front desk and customer service operations; oversees the department's general inbox and administrative request triage; provides administrative support to the Chief of Staff; coordinates onboarding and offboarding for faculty, staff, and trainees; manages room reservations, space utilization data analytics and other data requests, reporting, access permissions, and facilities coordination across multiple locations;

serves as the primary liaison for IT, office technology, printers, equipment, and service requests; maintains conference rooms, AV readiness, common areas, kitchens, and breakrooms; supports departmental events, retreats, and engagement activities. The position also serves as a key liaison across departmental sections and contributes to special projects aligned with departmental strategic initiatives, and other administrative tasks as assigned by the Chief of Staff.

The ideal candidate will demonstrate proven dependability, a strong teammate mindset, and the ability to work effectively with a wide range of personalities. This role requires humility, professionalism, comfort in being highly visible with frequent distractions, and pride in shaping first impressions.

This position is fully on-site 5days/week.

Required

Skills and Abilities

1. Proven experience as an office administrator, office manager, or in a similar role, with responsibility for front desk and office operations, administrative coordination, and day-to-day support in a complex, fast-paced environment.

2. Strong organizational skills with the ability to prioritize tasks, multitask, meet competing deadlines, and adapt to fluctuating workloads, with Demonstrated experience supporting complex scheduling/calendar management, expense processing.

3. Demonstrated ability to handle sensitive and confidential information with discretion, maintaining professionalism and trust in all interactions, while remaining composed in high-pressure situations, de-escalating conflicts, and engaging constructively with diverse stakeholders on sensitive matters requiring judgment.

4. Strong communication, organizational, and interpersonal skills; self-motivated with the ability to take initiative, problem-solve, exercise independent judgment, and quickly learn and adapt to new technologies, systems, and processes.

5. Advanced proficiency with Microsoft Office applications (Outlook, Word, Excel, PowerPoint), including proven experience collecting, analyzing, and interpreting data using spreadsheets and reporting tools to prepare reports, presentations, and insights that support departmental planning and informed decision-making.

Preferred

Skills and Abilities

1. Advanced Technology

Skills:

Familiarity with systems such as Workday, Epic, and other administrative or financial software.

2. Event Planning:
Experience in organizing and coordinating events, including logistics, catering, and travel arrangements. conferences, and project coordination using digital tools and scheduling platforms.

3. Higher Education

Experience:

Prior experience working in an academic or medical environment, supporting faculty or research staff.

4. Proven experience pulling and interpreting data, Pivot tables etc.

5. Adaptability and Initiative:
Ability to learn new technologies quickly, adapt to changing work environments, and take initiative in a highly dynamic setting.

Principal Responsibilities

1. Oversees and coordinates administrative, program, and office activities. Establishes, selects, implements, and coordinates office…