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Administrative Coordinator, Medical Faculty Associates
2 months ago
We are seeking a highly organized and detail-oriented Administrative Assistant to provide administrative support to the Medical Faculty Associates (MFA) IPC Department. The successful candidate will be responsible for providing secretarial and administrative duties, including maintaining departmental files, organizing archives, and preparing leave records.
Key Responsibilities- Administrative Support: Provide administrative support to the Department Chair, Administrative Manager, Faculty, and Staff, including greeting and handling communications, maintaining departmental files, and organizing archives.
- Leave Records: Create and maintain all leave records for Faculty, Staff, and Residents.
- On-Call Schedules: Prepare and maintain all on-call schedules for the department.
- Information Collection: Collect, organize, and present substantive information required by supervisors in carrying out responsibilities.
- Data Accuracy: Ensure accuracy and relevance of data and citation of courses.
- Mail and Communication: Receive, sort, open, and distribute mail, and compose responses to inquiries requiring broad knowledge of office functions, policies, provisions, procedures, and work in progress.
- Telephone and Messages: Answer department telephone, inquiries, and get messages to appropriate faculty and staff members.
- Conference Arrangements: Arrange for conference rooms, collect visual and background materials, digest, assemble, and distribute information covering agenda items.
- Office Supplies and Equipment: Inventory office supplies and equipment, and purchase or requisition needed supplies and equipment.
- Library Maintenance: Maintain a current library consisting of books, articles, journals, and other related materials.
- Project Support: Assist completion of various projects, including creating and updating forms, and recording exams in an Excel database.
- Departmental Support: Assist the departmental Curator, proxy exams when requested, and prepare the annual oral examination.
- Residency Coordination: Provide residency coordination duties as assigned.
- Travel Arrangements: Plan itineraries for staff and make travel arrangements when requested.
- Reporting and Correspondence: Obtain information for reports, correspondence, articles, etc.
- Meeting Support: Attend meetings and take notes of procedure when requested.
- Education: 1-2 years of college or an equivalent combination of training and experience is necessary.
- Experience: 3 years of secretarial experience, including at least six months of business administration experience is necessary.
- Skills: Excellent word processing skills are necessary, and experience in multiple project-based work is required.
- Additional Requirements: Experience supporting faculty and/or clinicians within academic medicine is a plus.
