Senior Administrative Assistant - Otolaryngology - Days

• 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