"Senior Administrative Assistant 2"

Overview

This position provides high-level, comprehensive administrative and operational support to a complex multiple surgical practice and serves as the primary administrative partner to a high-volume, high-acuity surgeon. The role requires exceptional professionalism, sound judgment, discretion, and the ability to manage competing priorities in a fast-paced, high-pressure clinical environment.

The incumbent functions with a high degree of independence, frequently serving as the sole administrative support for the surgeon and related clinical, academic, and research activities. Responsibilities require advanced organizational skills, expert time management, and the ability to anticipate needs, proactively resolve issues, and maintain workflow continuity with minimal direction.

This role is responsible for complex surgical scheduling, Epic coordination, Outlook calendar management, and Workday expense reporting and purchasing. The position also supports research coordination activities, including assisting with study-related scheduling, coordinating meetings and communications with research teams, maintaining documentation, tracking deadlines and deliverables, and serving as a key administrative liaison between the surgeon, research staff, and institutional partners. Advanced proficiency in Microsoft Office and Teams is required, including the ability to create, manage, and maintain detailed tracking tools, reports, and documentation that support clinical, academic, and research needs.

The position acts as the central administrative point of coordination between the surgeon, clinical teams, nursing, OR scheduling, research staff, and departmental partners. The incumbent is expected to confidently manage urgent and evolving requests, navigate challenging personalities, and maintain a calm, professional presence under pressure while ensuring adherence to institutional policies, regulatory requirements, and research-related compliance standards.

In addition, this role provides administrative team oversight and workflow coordination, supporting and guiding the day-to-day work of multiple staff members, distributing tasks, monitoring progress, and ensuring consistency and accountability across administrative and research-related processes. The position may also support meetings, academic activities, events, and special projects as needed.

Overall, this position requires a high level of expertise, autonomy, resilience, and discretion, and plays a critical role in ensuring the surgeon’s clinical practice, research portfolio, and administrative operations run efficiently, compliantly, and seamlessly-allowing patient care, academic goals, and research priorities to remain the focus.

Position requires full on-site presence for the first 4-6 months for training and onboarding. After this period, the role may transition to a hybrid schedule, based on performance and the needs of the practice.

Required Skills and Abilities

1. Demonstrated ability to performing clinical scheduling. Proven experience serving as a primary administrative point of contact for multiple stakeholders. Ability to independently manage complex schedules and shifting priorities.
2. Advanced proficiency in Epic, Outlook, Microsoft Office, and Teams.
3. Demonstrated experience with calendar management, Expense reporting and purchasing as well as coordinating travel arrangements.
4. Strong problem-solving skills with the ability to anticipate needs and resolve issues proactively.
5. Excellent interpersonal and communication skills, including navigating demanding personalities. Attention to detail.

Preferred Skills and Abilities

1. Prior experience supporting Thoracic Surgery or a similar surgical specialty (preferred).
2. Event planning or meeting coordination experience. Prior experience coordinating research or academic activities in a clinical setting.
3. Proven experience supporting high-volume or complex surgical practices. Familiarity with complex surgical workflows and clinical environments.
4. Ability to support multiple priorities in a fast-paced, high-acuity setting. Proven experience providing functional guidance or workflow coordination to administrative staff.
5. Proven experience with Workday Expense Reporting.

Principal Responsibilities

1. Leads a unit or function, including overseeing and coordinating projects or work processes, and distributes the work of a minimum of two full time employees.
2. Directs the daily operations of the office. Manages calendars and calls, assesses nature of issues and escalates as appropriate. Serves as principal source of information on policies, procedures, programs, and office activities. Oversees, monitors and controls office budget and spending.
3. Participates in special projects on a variety of topics. Identifies project needs. Researches, gathers and analyzes data and materials. Collects project updates in a timely manner; prepares and maintains documentation, tracking, reports and presentations; follows up as appropriate.
4. Performs on-going review of department processes and systems. Develops, implements, and oversees office procedures designed to streamline operations, eliminates duplication and improves efficiency throughout the department.
5. Monitors and prioritizes communications for action and review; provides background necessary for action/decision-making; flags time sensitive material; initiates follow up.
6. Composes and/or coordinates substantive communications, reviews outgoing material for accuracy and completeness. Develops and/or produces materials for presentations.
7. Prioritizes, assigns and monitors work, sets standards and expectations among the department administrative support staff. Ensures appropriate levels of coverage so department priorities can be met. Evaluates and clarifies roles and responsibilities. Establishes and cultivates productive relationships between teams.
8. Attends meetings and drafts minutes. Performs other duties and responsibilities as necessary to support the mission of the office.
9. Gets visitors, answers and screens telephone calls and assesses nature of business. Responds to requests for information and provides assistance. Screens and responds to mail.
10. May perform other duties as assigned.

Required Education and Experience

Eight years of related work experience, six of them in the same job family at the next lower level and a high school level education; or six years of related work experience and an Associate's Degree; or two years of related work experience and a Bachelor's Degree; or an equivalent combination of education and experience.