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Administrative Coordinator
2 months ago
The Keck School of Medicine is seeking an experienced Administrative Assistant II to join its team. This is a critical role that requires a highly communicative and detail-oriented individual who can work effectively both independently and with our team.
Key Responsibilities- Provide high-level administrative support to faculty and senior clinical leaders, including schedule management, coordinating meetings, and making schedule changes.
- Aid in surgery scheduling for spinal and cranial cases, requiring the ability to work with a multi-disciplinary team.
- Coordinate telemedicine appointments and ensure seamless communication with patients and healthcare providers.
- Manage multiple projects simultaneously in a fast-paced environment with minimal supervision, prioritizing tasks and organizing time to ensure successful project completion.
- Schedule and coordinate various departmental and cross-functional meetings, ensuring calendars are aligned and meeting materials are distributed in advance.
- Maintain and update faculty CVs, ensuring accuracy and completeness.
- Create and maintain website and social media content for senior Neurosurgery faculty, showcasing their expertise and achievements.
- Coordinate high-volume travel arrangements, including air and ground transportation, hotel reservations, and car rentals, ensuring cost-efficient options and timely itineraries.
- Assist in maintaining faculty credentialing, including compiling materials for applications and renewals, ensuring timely submissions, and updating documentation.
- Process written and verbal correspondence, exercising discretion and confidentiality.
- Ensure urgent and priority correspondence is communicated in a timely and effective manner to faculty and management.
- Participate in planning, coordinating, and executing events such as medical symposia and national meetings.
- Implement systems to file, organize, and archive information, maintaining electronic and hard copy filing systems.
- Provide general office support, including fielding telephone calls, receiving and directing visitors, word processing, and creating spreadsheets and presentations.
- Bachelor's degree
- 3 years of secretarial or specialized clerical and administrative experience
- Combined experience/education as substitute for minimum education
- Bachelor's degree
- 4 years of secretarial or specialized clerical and administrative experience
