Senior Administrative Assistant, Dermatopathology

Overview

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The Senior Administrative Assistant provides comprehensive administrative and operational support for the department of Dermatopathology ensuring efficient coordination of daily activities and seamless workflow management. This role serves as a central point of communication and organization for faculty, staff, patients, and external partners, requiring exceptional attention to detail, professionalism, and the ability to manage multiple priorities in a fast‑paced environment. This is a full-time onsite position Monday‑Friday 8:30 am – 4:30 pm.

The role involves handling patient‑related administrative functions, including accurately entering and updating patient demographic information, coordinating the sending and retrieval of pathology slides and related materials, managing incoming phone calls and inquiries, and ensuring timely communication with patients, providers, and internal teams. Responsibilities also include maintaining office inventory and supplies, supporting records management, and assisting with general office operations to promote an organized and efficient work environment.

Key responsibilities include maintaining and coordinating complex calendars and schedules, arranging domestic and international travel, organizing meetings, conferences, and special events, and preparing related materials and documentation. The Senior Administrative Assistant also supports financial and operational processes by managing invoices, expense reports, purchase requests, and other departmental transactions in compliance with organizational policies and procedures.

The ideal candidate demonstrates strong organizational, interpersonal, and customer service skills, with the ability to communicate effectively with individuals at all levels of the organization. The Senior Administrative Assistant must exercise sound judgment, maintain strict confidentiality when handling sensitive information, and consistently uphold a high standard of professionalism, accuracy, and responsiveness.

• Serve as a primary administrative and operational resource for faculty, residents, fellows, staff, physicians, researchers, patients, and clients regarding departmental policies, laboratory services, procedures, and office activities.
• Coordinate and manage faculty, fellowship, research, and departmental scheduling activities, including meetings, appointments, conferences, referral coordination, and resolution of scheduling conflicts.
• Perform case intake and accessioning of routine specimens and complex referral consultations into the Laboratory Information System (Power Path), ensuring accurate entry and verification of patient demographics, physician information, collection sites, and specimen data.
• Track, troubleshoot, and resolve discrepancies during case intake and accessioning processes, including routing specimens, slides, blocks, and materials to appropriate laboratory service areas, coordinating corrections or amendments as needed.
• Pull and organize clinical cases from Power Path for clinical/research studies, conference presentations, tumor boards, grand rounds, and academic projects; coordinate and track clinical/research slide and tissue block requests with laboratories and outside institutions; digitize material for tumor boards and other conferences, create presentations, and add material to databases.
• Compile, maintain, and analyze de‑identified clinical/research data from Power Path in spreadsheets, tables, and databases to support dermatopathology projects, including melanocytic, inflammatory, and epithelial lesion studies.
• Provide academic and research support for dermatopathologists by formatting manuscripts, grants, abstracts, presentations, and research papers; locating and obtaining scientific articles and educational materials not readily available…