Administrative Assistant

Position Summary

UBMD Obstetrics and Gynecology is seeking an experienced, hard-working, and detail-oriented Administrative Assistant (AA) to support a wide variety of administrative functions. The AA will work closely with the President, Business Administrator, and Nurse Manager to increase effectiveness and efficiency within the organization. The ideal candidate has excellent communication skills, is passionate about organization, can complete task with minimal direction, and thrives in a highly dynamic environment.

The Administrative Assistant must be a self-directed professional who must be able to execute tasks with minimal direction. Please read entire list of requirements below before applying.

ESSENTIAL FUNCTIONS:

• Grand Rounds administration
• Faculty and staff onboarding including training, accounts set up, training, and compliance
• Working collaboratively with the Assistant to the Chari (ATC) and other department staff to implement the 4 core pillars of UB OBGYN: clinical, administrative, research, and education
• Facilitating relationships and communications with external stakeholders
• Tracking faculty and staff onboarding and renewal, training, licensing, and other requirements to maintain full licensure, credentialing, and maintenance of certification
• Assisting the ATC with faculty appointment and promotion paperwork/processes, including preparation of letters, CVs, portfolios, and annual reviews
• Aiding in the coordination of researchrelated applications and processes
• Collaborating with the ATC on various administrative tasks and projects
• Overseeing the department's main phone lines, directing calls, and taking messages
• Scheduling meetings, taking minutes, and developing/maintaining calendars, including clinical schedules
• Organizing and maintaining office inventory, stationery, and consumable supplies
• Handling and distributing departmental mail, including managing all package shipping needs
  
  

EDUCATION:

Bachelor’s Degree required

REQUIREMENTS:

• Two or more years of administrative experience in a university, healthcare, or other complex setting
• Two or more years achieving goals in a fast paced, highly dynamic environment
• Strong communication and interpersonal skills including the ability to respectfully interact with diverse populations
• Excellent organizational skills: multitasking, prioritizing, attend to detail
• Proficient in Microsoft Word and Excel
• Passionate about spreadsheets, tracking, and compliance
• Ability to remain flexible and maintain composure in a changing environment
• Strong professional judgement and independent resourcefulness, while handling multiple timesensitive projects that require concise problemsolving.
• An individual who will take initiative, maintain confidentiality, and be diplomatic, collaborative, and flexible at all times
• Selfmotivated professional who is able to work both independently and as part of a team
• Fast learner and capable of onthejob learning pertinent to new departmental initiatives and changes in policies and other related regulations
• Familiarity with UB processes and web applications, preferred