We are seeking a highly organized, resourceful, and proactive Senior Administrative Assistant to provide comprehensive support to the Chair of Medicine, Medical Services Director and Business Manager. The ideal candidate will have excellent judgment, attention to detail, and outstanding communication skills, and will thrive in a fast-paced academic, clinical, and research environments.

The role includes coordinating multiple administrative functions, supporting departmental operations and faculty, overseeing complex scheduling, budget tracking, communications, and special projects. This position is critical to the success of high-impact initiatives that support scientific advancement, medical education and the clinical care of medicine patients.

Administrative Support

• Manage complex calendars and high-level meeting schedules, including coordination with institutional committees, leadership, and external partners.
• Serve as the primary liaison between department leadership, faculty, staff, and external stakeholders.
• Draft and edit correspondence, presentations, reports, and formal communications using standardized templates and institutional formats.
• Prepare, distribute, and archive meeting notices, agendas, and minutes; follow up on key action items.
• Screen and prioritize incoming inquiries, correspondence, and projects; maintain systems for tracking and routing to appropriate parties.
• Compose routine correspondence and complete special reports or studies with a high level of independence.

Departmental Operations

• Oversee general office operations, including file management (both digital and paper-based), document control, and workflow processes.
• Develop and maintain consistent administrative procedures (filing, scheduling, routing, communications).
• Work closely with leadership to plan and coordinate special meetings, events, and conferences.
• Direct incoming inquiries to the appropriate individuals; provide excellent customer service and information-sharing.

Budget & Personnel

• Assist with budget preparation, tracking, reconciliation, and reporting.
• Monitor expenditures and coordinate departmental purchasing and vendor payments.
• Facilitates the request for offer process for all new faculty employment agreements; partners with recruiting, departmental leadership and administrative partners.

Technology & Systems

• Facilitate effective use of data and telecommunications technology to support time management and office efficiency.
• Maintain and update content for departmental websites and marketing materials in coordination with institutional communications teams.
• Continuously explore and implement opportunities to improve workflows, systems, and communication practices within the department.
• Utilize institutional software and tools for scheduling, budgeting, document storage, and records.

Team Collaboration

• Provide mentorship and training to junior administrative staff; contribute to a collaborative and supportive work environment.
• Participate in cross-coverage duties, including phone and front office support, during absences or peak times.
• Lead or contribute significantly to departmental initiatives and special projects aimed at continuous improvement.

Other Duties

• Perform other administrative or operational tasks as assigned to support the department’s goals and institutional mission.

• Associate’s degree in Secretarial Science or a related field with two (2) years of experience (1 year of which is supporting a managerial role), or the equivalent combination of education and experience required.



• Word processing, Microsoft Office, and PC skills required.



• Ability to work independently, assess priorities and organize workload.



• Excellent communication skills required.

• None