Job Title: Administrative Assistant

Job Description

The Administrative Assistant plays a vital role in providing comprehensive administrative, surgical, and academic support to faculty within the Division. This position is crucial in managing daily operations related to patient flow and academic coordination. The ideal candidate will be highly organized, detail-oriented, and thrive in a fast-paced, high-functioning environment.

Responsibilities

• Coordinate and manage complex faculty calendars, including scheduling meetings and resolving conflicts across departments.
• Support surgical scheduling using the EPIC system, including pre-op, post-op, and surgical workflows.
• Serve as a liaison between faculty, patients, and clinical staff to ensure seamless communication and scheduling.
• Manage expense tracking, reporting, and reconciliation using Workday.
• Assist with academic and administrative tasks, including travel arrangements, event coordination, and document preparation.
• Maintain confidentiality and professionalism in all communications and interactions.

Essential Skills

• Ability to manage multiple tasks efficiently under pressure in a high-functioning environment.
• Strong time management and attention to detail.
• Proficient in Outlook, Microsoft Teams, or similar platforms for scheduling and coordination.
• Experience with surgical scheduling and understanding of clinical workflows.
• Skilled in using Workday for HR and finance-related functions.

Additional Skills & Qualifications

• Four years of related work experience and a high school diploma; or an equivalent combination of education and experience.
• Associate’s or Bachelor’s degree in a related field preferred.
• Familiarity with EPIC, especially surgical scheduling and Inbasket messaging.
• Proficiency in Microsoft Office Suite and Outlook.
• Experience coordinating travel and academic events.
• Knowledge of Workday systems.

Work Environment

The position is based fully on-site at the Boardman Building 3, with potential for a hybrid setup depending on the candidate. The work schedule is flexible between 8 AM to 5 PM, Monday to Friday. The role is within the Thoracic division of the YSM Surgery Department.