Administrative Assistant - Children's Surgery

Responsibilities

The Administrative Assistant provides confidential secretarial and administrative support, including data entry, coordination, mailings, general tasks, scheduling meetings, and generating meeting minutes. The role researches and resolves invoice and payment issues related to purchase orders and vendor invoices; enters purchase orders into the system to assist in procurement of equipment, software, and services; tracks and monitors purchase orders; and updates and maintains records of financial transactions and vendor contracts.

It also performs fiscal, bookkeeping, and accounting-related duties in preparing and maintaining fiscal accounts payable records and reports.

The Administrative Assistant represents the department, requiring a high degree of communication, accountability, and responsibility.

• Researches and resolves invoice and payment issues related to purchase orders and vendor invoices.
• Enters purchase orders into the system to assist with procurement of equipment, software and services.
• Tracks and monitors purchase orders and maintains vendor contract records.
• Prepares and maintains fiscal accounts payable records and reports.
• Schedules meetings, prepares minutes, and handles urgent and sensitive information.
• Assists with office confidentiality and smooth workflow through independent discretion and judgment.
• Supports additional activities as requested, ensuring department efficiency.

• Minimum of two years of secretarial/administrative experience in an office setting.
• Proficiency with Microsoft Office applications and email/calendaring.
• High School Diploma or equivalent.
• Preferred:
  Three years of secretarial/administrative experience and experience in an academic health‑care setting.
• Preferred:
  Post‑high‑school coursework in Business, Accounting or closely related field.

• Works primarily day shift, Monday through Friday; flexibility may be required for special projects or organizational needs.
• May have a dual reporting line.

• Lifting 50–100 lbs.
• Prolonged sitting, walking (distance), repetitive motion.
• Strong recall, problem solving, hearing, speaking clearly, writing legibly, reading, logical thinking.
• Fast‑paced environment, steady pace, ability to handle multiple priorities, adapt to frequent change.

EEO Employer/Disabled/Protected Veteran