Sr Administrative Assistant - Anesthesiology & PeriOper Medicine

The Department of Anesthesiology and Perioperative Medicine is seeking a highly organized, detail-oriented, and service-focused Administrative Assistant to provide comprehensive administrative support to assigned faculty.

The ideal candidate will possess strong organizational, communication, and customer service skills; excellent attention to detail; proficiency in Microsoft Office applications, including Word, Excel, and PowerPoint; and the ability to learn and use digital collaboration and survey platforms. The candidate must be able to manage competing priorities, meet time-sensitive deadlines, maintain accurate records, exercise discretion when handling confidential information, and work effectively both independently and as part of a team.

Shift:

Monday - Friday 7:00 am - 4:00 pm Hybrid (2 days onsite; may increase based on business needs)

What's in it for You?

Flexible Hybrid Schedule

• Enjoy a Monday through Friday schedule with no weekends and a hybrid work arrangement, offering the opportunity to work remotely three days per week based on business needs.

Competitive Compensation & Stability

• Earn a salary ranging from $45,500 to $68,500, while supporting a nationally recognized academic healthcare institution with opportunities to build long-term career experience.

Varied and Engaging Work

• Partner directly with faculty leaders, coordinate projects and events, manage high-level administrative functions, and utilize a variety of tools and technology in a collaborative, professional environment.

Position Summary

This position is responsible for coordinating schedules, managing travel and reimbursement processes, maintaining departmental records, processing time-off requests, and supporting faculty, departmental operations, projects, and events. The successful candidate will demonstrate strong communication skills, sound judgment, professionalism, and the ability to manage multiple priorities while maintaining accuracy, confidentiality, and compliance with institutional policies and deadlines.

Key Responsibilities

• Faculty Administrative Support
• Provide high-level administrative and secretarial support to assigned faculty within the Department of Anesthesiology and Perioperative Medicine.
• Prepare, proofread, edit, and format correspondence, reports, presentations, and other documents to ensure accuracy and professional quality.
• Manage faculty calendars, identify scheduling conflicts, track outstanding requests, and provide reminders based on individual faculty preferences.
• Coordinate business travel, including flights, hotel accommodations, registrations, and related arrangements, within two business days of receiving the required information.
• Prepare and submit reimbursement requests within two business days of receiving receipts, monitor submissions for compliance with institutional requirements, and remind faculty of documentation deadlines to support adherence to the 45-day reimbursement policy.
• Prepare and submit forms and applications for professional licenses, certifications, medical and specialty society memberships, and associated renewals by established deadlines.
• Maintain and update faculty curricula vitae through the Faculty Information System (FIS), as requested or required.
• Support patient care operations by responding to and directing telephone calls from patients, referring physicians, and care centers as needed.
• Records Management and Administrative Compliance
• Process PRS and time-off requests and maintain, monitor, and reconcile Professional Responsibility System (PRS), paid time off (PTO), and extramural time logs for assigned faculty.
• Update PRS logs as expenses and reimbursements occur and prepare documentation for monthly reconciliations, meeting established deadlines and performance expectations.
• Maintain accurate PTO records, update logs upon receipt of time-off requests, prepare records for quarterly audits, and complete monthly reconciliations.
• Monitor annual inventories of assigned faculty off-site agreements and coordinate with inventory personnel to facilitate equipment scanning and documentation.
• Generate accurate and timely reports and maintain records in accordance with departmental procedures and institutional policies.
• Departmental and Faculty Support
• Provide backup administrative coverage for other assistants as needed to support continuity of departmental operations.
• Assist with onboarding, orientation, training, and mentoring of new employees and support the orientation of new faculty.
• Develop and update PowerPoint presentations, Excel spreadsheets, and other administrative materials.
• Conduct journal and literature searches to support faculty needs.
• Create and manage digital questionnaires, polls, surveys, and sign-up forms using platforms such as Doodle, SurveyMonkey, or Qualtrics.
• Provide administrative and logistical support for departmental projects, meetings, conferences, events, and other activities as requested.
• Perform additional duties as assigned to support faculty and departmental priorities.
• EDUCATION
• Required: High school diploma or equivalent. Five years of administrative/secretarial experience. With preferred associate's degree, three years of required experience and with preferred bachelor's degree, one year of required experience.
• Preferred: Associate or bachelor's degree
• EXPERIENCE
• Required: Five years of administrative/secretarial experience.
• Preferred: Five years of administrative assistant experience in a hospital setting. Experience with Concur and Microsoft Office (Teams, PowerPoint, Word, and Excel) are a plus. Experience supporting faculty or executive leadership is preferred.
• OTHER REQUIREMENTS: Must pass pre-employment skills test as required and administered by Human Resources.
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