Senior Administrative Assistant 2, Team Lead

Senior Administrative Assistant 2

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Under the direction of the Assistant Director of Research for Emergency Medicine, the Senior Administrative Assistant 2 provides high-level complex, and confidential administrative support within a department or division to the Vice Chair of Research. This role serves as the office lead for administrative support staff, overseeing work processes, schedules, and task delegation. This role will delegate, coordinate, and monitor work performed by the three Senior Administrative Assistants (level

D) within the research section of the department. Delegation of tasks include, among other things, workload distribution and oversight, event and meeting planning activities, faculty calendar management and scheduling requests, the coordination of travel arrangements and reimbursement processing, and supplier setup and procurement-related requests.

The Team Lead will serve as the primary point of contact for various internal and external inquiries as well as daily workflow management, ensuring that work is distributed appropriately based on priorities, staff capacity, deadlines, and section needs. The person in this role will provide day-to-day operational oversight, monitor progress on assignments, assist with problem resolution, provide training and guidance, and communicate workload concerns and performance issues to section leadership as needed.

This position will draft substantive communication, requiring the ability to interpret policies, coordinate among multiple stakeholders, and adapt communications accordingly.

Responsibilities include managing schedules, organizing meetings, coordinating travel, overseeing faculty appointments, and processing expenses. The assistant acts as the primary point of contact for internal and external inquiries, maintaining confidentiality and professionalism. This role requires strong organizational and communication skills, the ability to manage priorities, and the capability to work independently and as part of a team.

This position is Hybrid. 3 days onsite are required with Tuesdays being mandatory.

Required

Skills and Abilities

• Demonstrated experience in supporting executive level faculty or leadership, including overseeing a team of administrative assistants.
• Demonstrated experience with calendar Management, expense processing/reimbursements and coordination of travel arrangements.
• Proficient in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint) and familiarity with administrative software and systems.
• Exceptional organizational and multitasking skills with the ability to prioritize and manage competing deadlines in a fast-paced environment, through scheduling and event planning, including determining appropriate allocation of work among team members.
• Strong written and verbal communication skills, including the ability to draft and edit documents and correspondence with accuracy and attention to detail. Ability to work independently and as part of a team. Strong interpersonal skills, with the ability to build trust and work effectively with a diverse group of stakeholders and to handle sensitive and confidential information with discretion and professionalism.
  
  Ability to make recommendations regarding training needs, process changes, and resource allocation.

Preferred

Skills and Abilities

• Proven experience with research administration.
• Proven experience with Workday.
• Proven experience supporting Academic Medicine.

Principal Responsibilities

• Leads a unit or function, including overseeing and coordinating projects or work processes, and distributes the work of a minimum of two full time employees.
• Directs the daily operations of the office. Manages calendars and calls, assesses nature of issues and escalates as appropriate. Serves as principal source of information on policies, procedures, programs, and office activities. Oversees, monitors and controls office budget and spending.
• Participates in special projects on a variety of topics. Identifies project needs. Researches, gathers and analyzes data and materials. Collects project updates in a timely manner; prepares and maintains documentation, tracking, reports and presentations; follows up as appropriate.
• Performs on-going review of department processes and systems. Develops, implements, and oversees office procedures designed to streamline operations, eliminates duplication and improves efficiency throughout the department.
• Monitors and prioritizes communications for action and review; provides background necessary for action/decision-making; flags time sensitive material; initiates follow up.
• Composes and/or coordinates substantive communications, reviews outgoing…