Administrative Assistant Ii

Montefiore · $64,000–$80,000 (stated in the posting)

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The Department of Pediatrics is seeking an Administrative Assistant II to provide comprehensive executive-level administrative and operational support to the Chair of Pediatrics. This highly visible position serves as a key member of the Chair's office and plays a critical role in ensuring the efficient and effective operation of departmental leadership functions.

The Administrative Assistant II will coordinate the day-to-day operations of the Chair's office, facilitate departmental communications, support faculty and leadership initiatives, maintain departmental records and information systems, and assist in the planning, implementation, and follow-through of special projects that advance the Department's strategic goals and objectives. The ideal candidate is proactive, highly organized, customer service-oriented, and committed to delivering accurate, polished work in a fast-paced academic environment.

The successful candidate will manage a broad range of complex administrative responsibilities, including executive calendar management, meeting and event coordination, communications, document preparation and review, project tracking, and departmental support activities. This role requires exceptional attention to detail, strong organizational and time-management skills, sound judgment, and the ability to handle confidential information with discretion and professionalism.

Responsibilities

• Provide comprehensive administrative and operational support to the Chair of Pediatrics.
• Manage the daily operations of the Chair's office, ensuring efficiency, professionalism, and confidentiality.
• Coordinate complex calendars, appointments, meetings, and departmental events.
• Attend meetings, prepare agendas, record and distribute minutes, and follow up on action items.
• Serve as a liaison between departmental leadership, faculty, staff, hospital personnel, and external stakeholders.
• Initiate, coordinate, monitor, and support special projects and departmental initiatives and track outcomes.
• Create, maintain, and update departmental websites, databases, faculty directories, and related information resources.
• Obtain approvals for faculty contracts and appointment documents for faculty recruitment, onboarding, reappointments, and status changes.
• Coordinate travel arrangements, conference registrations, and meeting logistics for departmental leadership.
• Answer telephones, respond to inquiries, greet visitors, and maintain positive relationships with internal and external customers.
• Assist with promoting departmental initiatives throughout the health system and participating in departmental activities.

Minimum Qualifications

• Bachelor's degree required, or an equivalent combination of education and relevant experience.
• Minimum of five (5) years of progressively responsible administrative experience.
• Demonstrated experience providing administrative support to senior-level leadership, executive management, or departmental leadership teams.
• Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook
• Experience in an academic medical center, healthcare organization, higher education setting, or faculty practice environment preferred.
• Experience supporting faculty affairs, onboarding, contract administration, or executive office functions preferred.

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