Administrative assistant to chief medical director

1 week ago


Jacksonville, United States Randstad Full time

Are you an exceptional administrative professional ready to take on a leadership role within our division? We are seeking a dedicated and proactive Administrative Assistant to join our team. In this pivotal role, you will work closely with the Division Chief, receiving assignments, instructions, and deadlines, while also benefiting from the guidance and coaching of the Finance Manager. Although you won't have direct reports, you will be the go-to Administrative Support lead, setting the standard by coordinating tasks and leading by example. If you're a highly organized individual with a knack for supporting and guiding others, we want to hear from you Requirements: High School Diploma or equivalent and four years administrative experience, preferably with an academic or medical institution. Proficient in Microsoft Office Suite (Word, Excel, OneNote, PowerPoint, Outlook) Requires a Level II background check and a 10-panel drug screening. salary: $19 - $21 per hourshift: Firstwork hours: 8 AM - 5 PMeducation: High SchoolResponsibilities Manage and execute various office and clerical tasks, including setting appointments, scheduling meetings, answering phone calls, taking and transcribing meeting minutes, and providing backup support to other administrative roles within the division. Arrange travel logistics such as booking flights, rental cars, and hotel accommodations. Complete conference registrations, travel requests, and expense reports. Coordinate travel for the Chief and Medical Director, track subpoenas for depositions and court appearances, avoid scheduling conflicts, liaise with legal staff, and initiate billing for attorney offices while monitoring receipts. Oversee schedules for learners in the division (medical students, residents, fellows), ensuring coordination with learners, other divisions, and departments to minimize scheduling conflicts. Support the division in planning and coordinating events by arranging rooms, booking necessary equipment, organizing catering, and managing the event budget. Maintain and update the CVs for the Division Chief and Medical Director. Keep an accurate divisional database of faculty publications, presentations, committee participation, and divisional accomplishments. Organize and maintain records and reports related to the Chief's responsibilities. Attend and participate in all required external and internal meetings as assigned. The essential functions of this role include:working in a smoke free environmentSkillsHandling Confidential InformationWeb Conferencing (3 years of experience is required)Scheduling AppointmentsPreparing AgendasOral CommunicationOrganizationMicrosoft OfficeAnswering PhonesMaintaining CalendarsTranscribing NotesDecision MakingWorking IndependentlyAdministrative Duties (3 years of experience is required)Adapting to ChangeQualificationsYears of experience: 3 yearsExperience level: ExperiencedRandstad is a world leader in matching great people with great companies. Our experienced agents will listen carefully to your employment needs and then work diligently to match your skills and qualifications to the right job and company. Whether you're looking for temporary, temporary-to-permanent or permanent opportunities, no one works harder for you than Randstad.Equal Opportunity Employer: Race, Color, Religion, Sex, Sexual Orientation, Gender Identity, National Origin, Age, Genetic Information, Disability, Protected Veteran Status, or any other legally protected group status.At Randstad, we welcome people of all abilities and want to ensure that our hiring and interview process meets the needs of all applicants. If you require a reasonable accommodation to make your application or interview experience a great one, please contact HRsupport@randstadusa.com.Pay offered to a successful candidate will be based on several factors including the candidate's education, work experience, work location, specific job duties, certifications, etc. In addition, Randstad offers a comprehensive benefits package, including health, an incentive and recognition program, and 401K contribution (all benefits are based on eligibility).This posting is open for thirty (30) days.



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