"Administrative Assistant 2 - Surgery"

Job Responsibilities

• Autonomous Operation: Independently prioritize tasks and manage daily responsibilities.
• Administrative Support: Execute various administrative tasks to support departmental programs and initiatives.
• Calendar Management: Coordinate and maintain appointment calendars for faculty and educational events.
• Event Coordination: Organize logistics for meetings, conferences, educational sessions, programs, and special events.
• Grand Rounds & M&M Sessions: Coordinate weekly Grand Rounds and Morbidity & Mortality sessions. Arrange travel, lodging, and itineraries for invited guests. Collaborate with planning committee on case selection, presenter notifications, and tracking.
• Meeting Support: Attend meetings, take minutes, transcribe, and distribute documentation.
• Travel Arrangements: Manage national and international travel logistics for guests.
• Correspondence: Draft and finalize communications and correspondence.
• Report Preparation: Create reports, tables, and presentation slides.
• CV & CME Management: Maintain faculty CVs and MOC reports. Manage CME database and related documentation/applications.
• Expense Management: Handle travel and expense reimbursements in compliance with university policies.
• Payment Processing: Submit requests for payments, reimbursements, honorariums, dues, and memberships.
• Procurement: Process Workday requests for supplies, equipment, catering, and other needs.

Minimum Required Qualifications

High School diploma or GED. Certification or vocational training may be required. Associate degree in relevant field may be preferred. 2 years of relevant experience required. 4-6 years of relevant experience preferred.

• Communication: Act as liaison among faculty, staff, administration, patients, families, and external organizations.
• File Management: Establish and maintain organized filing systems.
• Office Support: Provide backup support for scheduling, IHIS, and physician office operations.
• Other Duties: Assist with events for the General Surgery Program. Perform additional tasks as assigned.