Senior Administrative Assistant - Geriatric and Palliative Medicine

Summary

Under general direction, perform routine and advanced administrative duties requiring considerable skill and in-depth knowledge of organizational policies and procedures.

• Primarily utilizing MS Outlook, coordinate complex calendar management for faculty, advanced practice providers (APPs) and staff leaders, ensuring synchronization with clinical and academic schedule; review and comprehend clinical schedules in Spok, Epic and Qgenda; identify calendar conflicts and rearrange as necessary.
• Coordinate schedules, meetings, appointments, and travel itineraries.
• Demonstrate proficiency in digital collaboration platforms (e.g., Microsoft 365, Zoom, Teams) to manage complex calendars, create shared materials, and support distributed work.
• Prepare, proofread, and distribute confidential correspondence, reports, memoranda, and other documents.
• Support faculty and APPs with administrative tasks such the absence request process; CV, resume, and faculty promotion portfolio maintenance; learner precepting and educational rotations.
• Provide administrative support for divisional and other committees and grants.
• Responsibilities include scheduling meetings, preparing agendas and materials, managing meeting logistics, attending sessions, capturing and distributing minutes, and ensuring timely follow-up on action items.
• Anticipate logistical needs and collaborate with stakeholders to support committee/grant goals.
• Maintain budgets, website information and submit invoice payments as necessary.
• Prepare agendas, presentations, and meeting materials; take and disseminate minutes as needed.
• Coordinate continuing medical education events including committee planning meetings, budget, speaker and registrant communications, website, registration, venue coordination and other related responsibilities.
• Coordinate divisional employee engagement events, including outings, celebrations, wellness events, etc.
• Use advanced software functions to create templates, macros, and formatted documents.
• Screen calls and visitors; resolve complex inquiries and triage appropriately.
• In collaboration with division leadership and Faculty Affairs/Human Resources, coordinate administrative aspects of faculty and APP recruitment, onboarding, departures, and credentialing/re-credentialing.
• Monitor budgets and process payments, requisitions, and invoices.
• Assist in training or orienting other administrative staff.
• Provide backup administrative support and assistance with special projects as needed.
• Other duties as assigned.

Knowledge of Computers Clerical Procedures Customer Service Standards Collaboration and Information Management Microsoft 365 - Outlook, Word, Excel, Power Point, and Teams Workday Virtual Conferencing
- Zoom/Teams Organization Time Management Interpersonal, Communication, and Problem-Solving Skills.

Appropriate experience may be substituted on equivalent basis.

Minimum Required

Education:

High school diploma

Minimum

Required Experience:

5 years of experience #LI-SN1

Work requires occasionally lifting moderate weight materials, standing, or walking continuously.

Occasional exposure to dust, noise, temperature changes, or contact with water or other liquids. Work is performed in an environmentally controlled environment.

Ability to detect and translate speech or other communication required. May occasionally require the ability to distinguish colors and perceive relative distances between objects.

FLSA Status Non-Exempt FLSA Test Administrative

• Outstanding Healthcare Coverage, including but not limited to Health, Vision, and Dental.
• Along with Flexible Spending options
• 403B Retirement Package
• Competitiv…