Administrative Assistant 3- Otolaryngology

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Job Title: Administrative Assistant 3- Otolaryngology

Department: Medicine | Otolaryngology

This position serves as the Administrative Associate for Otolaryngology-Head and Neck Surgery and provides advanced administrative, organizational, and operational support to ensure the efficient functioning of the department. The role supports departmental leaders, faculty, administrators, and other high‑level stakeholders by managing complex calendars, coordinating workflow, preparing documents, and overseeing the flow and distribution of information. The Administrative Associate exercises discretion and sound judgment when handling inquiries, confidential materials, and sensitive issues, and maintains strong working relationships across the department to facilitate effective operations. Responsibilities include creating and managing detailed domestic and international travel itineraries; processing timekeeping, travel, expense, payables, and procurement transactions; and preparing reports or researching system‑related questions as needed. The position may collaborate on special events, including venue selection, catering coordination, and communication materials, and may engage with vendors or support large mailings and project logistics. As a primary point of contact for the department, the Administrative Associate greets and directs visitors, provides a professional and welcoming environment, and offers backup support to other administrative staff to ensure continuity of operations.

Minimum Education & Experience Required

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. Requires successful completion of a background check; qualified candidates may be asked to complete a pre-employment physical, including a drug screen.

Additional Information: Location: Eye and Ear Institute (0897) Position Type: Regular Scheduled Hours: 40 Shift: First Shift

Final candidates are subject to successful completion of a background check. A drug screen or physical may be required during the post offer process.

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