Job Description

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