Senior Administrative Assistant - Otolaryngology - Days
The Senior Administrative Assistant provides comprehensive administrative support to the Chair and assigned faculty within the Department of Otolaryngology/Head and Neck Surgery.
Key Responsibilities
Faculty Support & Scheduling:
Manages faculty and division calendars
Updates and distributes on-call calendars
Tracks PTO and clinic closures
Meetings & Communication:
Sets agendas and distributes materials for division meetings
Manages event planning and logistics for division events
Travel & Reimbursement:
Coordinates travel (including prior authorizations)
Processes travel reimbursements
Credentialing & Purchasing:
Handles licensure and credentialing processes
Purchases medical/office supplies
Medical Administrative Tasks:
Uses knowledge of medical terminology to support secretarial duties
Compiles and maintains medical records, charts, and reports
Skills & Competencies
Organizational & Multitasking Skills
Excellent Communication (both written and verbal)
Proficiency in Medical Terminology
Knowledge of Hospital/Clinical Administrative Systems
Independence & Decision-Making Ability
Technological Proficiency (likely in tools such as Outlook, Excel, EMR systems)
Ideal Candidate Profile
Experienced in healthcare administration
Comfortable balancing multiple calendars and priorities
Familiar with academic medical environments
Proactive and solutions-oriented, with good judgment
Licensure, Certification, or Registration Requirements for Hire: N/A
Licensure, Certification, or Registration Requirements for continued employment: N/A
Experience REQUIRED:
Minimum of three (3) years of previous secretarial/administrative work experience in an office setting
Previous experience with Microsoft Office applications and e-mail/calendaring
Experience PREFERRED:
Four (4) years of previous secretarial/administrative work experience in an office setting
Previous experience in a health care setting
Education/training REQUIRED:
High School Diploma or equivalent
Education/training PREFERRED:
Associate Degree in Business, Accounting or related field from an accredited program
Independent action(s) required:
Performs assigned administrative/secretarial functions with minimal supervision and guidance.
Supervisory responsibilities (if applicable): N/A
Additional position requirements: N/A
Age Specific groups served: N/A
Physical Requirements (includes use of assistance devices as appropriate):
Physical - Lifting 20-50 lbs.
Activities: Prolonged standing, Prolonged sitting, Frequent bending, Walking (distance), Climbing (steps, ladder, other), Repetitive motion
Mental/Sensory: Strong recall, Reasoning, Problem solving, Hearing, Speak clearly, Write legibly, Reading, Logical thinking
Emotional: Fast pace environment, Steady pace, Able to handle multiple priorities, Frequent and intense customer interactions, Noisy environment, Able to adapt to frequent change
EEO Employer/Disabled/Protected Veteran