Senior Administrative Assistant – Graduate Medical Education (Hybrid)
Location: Dallas, TX
Schedule: Hybrid (25% on-site, 75% remote; may vary based on needs)
General Summary
The Senior Administrative Assistant provides administrative support to multiple Vice President-level leaders within the Graduate Medical Education (GME) Division. This role involves managing schedules, coordinating meetings, handling correspondence, and performing various administrative tasks.
Key Responsibilities
Administrative Support
- Manage Outlook calendars and emails for assigned executives.
- Schedule and coordinate internal and external meetings, conference calls, teleconferences, and webinars.
- Prepare reports, correspondence, forms, charts, schedules, and presentation materials.
- Establish and maintain confidential and operational files.
- Maintain and update the Division website with relevant information.
Travel & Expense Management
- Arrange travel accommodations and process expense reimbursements via Concur.
- Assist other team members with travel coordination as needed.
Office & Communication Management
- Answer and screen phone calls, direct callers, and take messages.
- Maintain division policy and procedure manuals.
- Track and communicate updates to personnel lists supporting division operations.
- Schedule and coordinate the use of conference rooms.
- Order office supplies and manage overnight deliveries.
- Support office projects with tight deadlines and assist with cross-coverage for other administrative staff.
Compliance & Professionalism
- Ensure adherence to Code of Conduct, Mission, and Values.
- Maintain an executive presence when interacting with internal and external stakeholders.
Qualifications
Education
- Required: High School Diploma or equivalent.
Experience
- Required: 2 years of administrative/secretarial experience.
- Preferred: Experience in a healthcare setting.
Certifications & Licenses
- Preferred: Licensed Notary.
Skills & Competencies
Strong knowledge of organization policies, office management, and secretarial procedures.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Excellent verbal and written communication skills.
Ability to manage confidential information with discretion.
Strong time management and multitasking abilities.
Attention to detail, accuracy, and problem-solving skills.
Ability to work under pressure in fast-paced environments.
Work Environment & Physical Demands
- Primarily office-based with occasional on-site responsibilities.
- Sitting for long periods, occasional bending, stooping, kneeling, and lifting up to 10 lbs.
- Repetitive arm/hand movements (typing, filing, etc.).
- Ability to hear alarms, telephones, and communicate effectively.
Apply Now!
Join our team and play a vital role in supporting Graduate Medical Education operations!
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