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Administrative Coordinator to Medical Director

2 months ago

Jacksonville, Florida, United States Randstad Full time
Job Summary

We are seeking a highly organized and proactive Administrative Assistant to support the Division Chief and Medical Director in our organization. As a key member of our team, you will be responsible for providing administrative support, coordinating tasks, and leading by example.

Key Responsibilities
  • Administrative Support: 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.
  • Travel Coordination: Arrange travel logistics such as booking flights, rental cars, and hotel accommodations.
  • Conference and Event Planning: 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.
  • Scheduling and Coordination: Oversee schedules for learners in the division (medical students, residents, fellows), ensuring coordination with learners, other divisions, and departments to minimize scheduling conflicts.
  • Event Management: Support the division in planning and coordinating events by arranging rooms, booking necessary equipment, organizing catering, and managing the event budget.
  • Record Keeping: 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.
  • Reporting and Compliance: Organize and maintain records and reports related to the Chief's responsibilities.
  • Meetings and Communication: Attend and participate in all required external and internal meetings as assigned.
Requirements
  • Education: High School Diploma or equivalent.
  • Experience: Four years of administrative experience, preferably with an academic or medical institution.
  • Skills: Proficient in Microsoft Office Suite (Word, Excel, OneNote, PowerPoint, Outlook). Requires a Level II background check and a 10-panel drug screening.
Working Conditions
  • Work Environment: Work in a smoke-free environment.
  • Confidentiality: Handle confidential information.
  • Communication: Excellent oral communication skills.
  • Organization: Highly organized with strong time management skills.
  • Adaptability: Ability to adapt to changing priorities and deadlines.