Administrative Assistant I-Medical Education Administration

The Administrative Assistant serves as the first point of contact for the Department of Medical Education and plays a key role in ensuring a professional, welcoming, and efficient office environment. This position supports daily departmental operations by assisting visitors, students, faculty, and staff; coordinating communications and administrative processes; and maintaining awareness of departmental activities and events. The successful candidate will demonstrate strong organizational, interpersonal, and customer service skills while maintaining a professional and orderly office setting. Reports to: Director of Operations, Medical Education Administration

Greets and directs visitors, students, faculty, and staff and assists with coordinating access to departmental spaces Answers, screens, and directs incoming calls and maintains internal contact directories and resources information Pick up and distribution of mail and packages for the department Processes reimbursements, deposits, petty cash requests, and check distribution while maintaining accurate tracking records Orders, receives, and tracks office supplies, equipment, and departmental purchases through institutional procurement systems Coordinates purchasing and operational support for student organizations, educational programs, and departments without dedicated administrative support Distributes materials and supplies, including clinical items, Target gift cards, and OMNY cards, while maintaining accurate tracking and documentation for multiple programs Submits and monitors facilities, engineering, HVAC, maintenance, disposal, and key request tickets Maintains organization and functionality of office spaces, supply areas, conference rooms, and shared departmental resources Provides logistical and operational support for meetings, student activities, departmental programs, and special events, including but not limited to orientation, graduation, and various student affairs events Supports the Senior Associate Dean and Director of Operations for Medical Education Administration with special projects and departmental initiatives Responds to inquiries and correspondence from internal and external entities Serves as backup support to the Administrative Coordinator for Medical Education Administration and performs additional administrative duties as assigned

Associate?s degree or related experience Minimum two years of Administrative Experience Excellent interpersonal and communication skills; Friendly demeanor Excellent organizational skills Exceptional attention to detail and accuracy Proficiency in Microsoft office suite Non-Bargaining Unit, 830 - Medical Education - ISM, Icahn School of Medicine