Senior Admin Assistant

Job Title

Senior Admin Assistant

Serves as the principal clerical and administrative support position to an administrative officer. This title is restricted for use in the office of a Dean, Associate Vice Chancellor/Associate Vice President, Vice Provost, or an administrative officer reporting directly to the Chancellor/President. Performs responsible and complex administrative support or technical program assistance work. Work is performed under general supervision from the administrator.

Direct supervision of subordinate personnel may be included in the job responsibilities.

The Senior Administrative Assistant provides high-level, confidential administrative support to the Department Chair, Vice Chair of Clinical Services, Vice Chair of Education, and Senior Clinical Department Administrator. This role ensures executive time protection, schedule accuracy, departmental coordination, and seamless execution of academic, clinical, and administrative duties. The position requires exceptional organization, discretion, proactive planning, and communication skills.

• Manage and help maintain meetings, calls, and commitments for department leadership.
• Coordinate internal/external meetings, speaking engagements, and clinic coverage.
• Maintain updated calendar blocks for travel, holidays, family commitments, school breaks, remote work periods, conferences, and post-call days.
• Monitor LISD calendar and add school holidays, first/last school days, student events, & recurring family obligations.
• Ensure all urgent meetings are escalated immediately.
• Protect executive time; prevent scheduling conflicts across all academic, clinical, and administrative responsibilities.
• Maintain Chair's private patient schedule.
• Ensure Friday schedule rotation is accurate and vetted with the Chair’s annually.
• Maintain shared folders, agendas, summaries, notes, and attendance logs.
• Track action items and follow up monthly.
• Prepare meeting materials and distribute at least 48 hours in advance.
• Maintain documentation for executive meetings and reporting cycles.
• Coordinate logistics, rooms, Zoom links, refreshments, and printing.
• Create agendas, minutes, and Power Points.
• Track action items and follow up.
• Maintain organized archival folders in Box.
• Ensure Friday academic meeting rotation is maintained and updated each year. Annually ready for review of the Chair timely.
• Draft executive correspondence, announcements, and letters.
• Maintain confidential personnel, strategy, and operational files.
• Manage sensitive communications and executive-level coordination.
• Support high-visibility meetings, donor relations activities, and site visits.
• Maintain updated faculty credential files, CVs, contracts, evaluations, and documentation.
• Assist with provider enrollment and credentialing updates.
• Ensure proper scheduling workflows for LCJJC and RHC are on the Chair’s calendar and matches the clinic schedule (clinic will schedule and work with families on communication).
• Coordinate faculty schedules to avoid conflicts with call/post-call, leave, or academic duties.
• Order graduation books monthly per departmental tradition.
• Coordinate award submissions, conference nominations, and event planning.
• Assist programs with academic coordination tasks.
• Coordinate all executive travel, including flights, lodging, rental car, itineraries, conference registration, and event details.
• Add all travel details to calendar, including confirmation numbers and travel blocks.
• Compile and submit complete travel packets timely and accurately to the Travel Coordinator.
• Upload associated itineraries, receipts, and documentation to digital folders.
• Confirm logistics with event and institutional representatives when needed.
• Prepare briefing documents for travel (agenda, bios, speaking notes, slide decks).
• Handles confidential or sensitive information.

• 5+ years experience working with senior leadership or executive-level staff.

Compensation is commensurate upon the qualifications of the individual selected and budgetary guidelines of the hiring department, as well as the institutional pay plan. For additional information,…