Job Description

Job Description

Job Description

We are seeking a highly organized and customer-oriented Administrative Assistant to provide support to multiple faculty and ensure smooth operations. This role involves managing administrative tasks and maintaining a welcoming and efficient office environment. The ideal candidate will have excellent communication skills, multitasking abilities, and a proactive attitude.

Key Responsibilities:

Reception Duties:

• Greet and direct guests in a professional and friendly manner.
• Answer and direct phone calls, emails, and inquiries efficiently.
• Maintain a clean and organized reception area and the first floor.

Administrative Support:

• Assist multiple faculty with administrative tasks such as heavy calendar management, phones/extensions, and committee meeting management (coordinating meeting and minutes).
• Coordinate provider schedules, meetings, and correspondence.
• Ensuring payroll on Kronos is completed in a timely manner
• Assist with special projects or tasks as assigned.
• Backup to other administrative support staff

Grand Rounds & Meeting Coordination:

• Organize and schedule grand rounds meetings on Mondays, ensuring all necessary participants are informed and CME codes are created.
• Create flyers for grand round presentations and disseminate to faculty and staff
• Coordinate audiovisual needs (mics), room reservations, and any required materials.
• Manage guest speaker logistics, including invitations and travel arrangements if needed.
• Process payments for guest speakers.

Qualifications & Skills:

• High school diploma or equivalent required; degree preferred.
• Proven experience as a receptionist, administrative assistant, or in a similar role.
• Strong multitasking, organizational, and time management skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Excellent communication and interpersonal skills.
• Ability to work in a fast-paced environment and handle confidential information with discretion.

Other Job Duties:

• Opens and routes incoming and outgoing mail
• Performs clerical duties (e.g., photocopying) as required.
• Performs other related duties as required.

Job Setting/Physical Demands

• Ob/GYN offices; contact with staff, patients, families.
• Mainly sedentary with occasional reaching, stooping, bending, kneeling, crouching.
• Must be able to lift up to 5 pounds.

Preferred Qualifications:

• Experience in a medical or professional office setting
• Knowledge of medical terminology
• Kronos system
• Grand Rounds

Schedule & Benefits:

• Mondays 7am-3pm (during grand rounds, otherwise 9am-5pm) Tuesday- Friday 9am-5pm
• Medical & Dental insurance, PTO, etc.

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