Assistant-Administrative Senior

Schedule

Monday-Friday | 8:00 AM - 4:30 PM

Location

University Hospital (Hybrid)

Position Overview

The Senior Administrative Assistant provides administrative and scheduling support to physicians and advanced practice providers (APPs), while also supporting department leaders and staff as needed. This role serves as a key liaison between clinical, administrative, and call center teams to support efficient operations and an exceptional patient experience. 

The ideal candidate is highly organized, customer-focused, detail-oriented, and able to independently manage multiple priorities in a fast-paced healthcare environment. 

Key Responsibilities

Provider Scheduling & Coordination

• Manage provider schedules, scheduling templates, calendars, and meetings.

• Coordinate patient appointments, radiology services, outside testing, and other related services.

• Partner with internal departments and external organizations to ensure timely coordination of services and follow-up.

Administrative & Department Support

• Maintain records, reports, correspondence, filing systems, and confidential information.

• Coordinate meetings and track action items and follow-up activities.

• Support onboarding and training activities and provide guidance to administrative staff as needed.

• Create, document, and maintain Standards of Work (SOW) to promote consistency across departmental processes.

• Support departmental initiatives, projects, and operational priorities.

Clinical & Office Operations

• Support clinical care coordination through documentation and communication with patients and care teams.

• Maintain departmental resources and support organizational documentation standards and procedures.

• Provide timely and accurate administrative support for patient care operations.

Workflow Improvement & Collaboration

• Manage complex workflows and resolve administrative issues with minimal supervision.

• Prioritize competing demands and meet established deadlines.

• Collaborate with leadership and team members to identify and implement workflow improvements.

• Provide professional and responsive service to patients, providers, colleagues, and external partners.

Skills for Success

• Strong organizational and time-management skills.

• Excellent attention to detail and accuracy.

• Strong written and verbal communication skills.

• Ability to independently manage multiple and changing priorities.

• Strong problem-solving skills and initiative.

• Team-focused, adaptable, and receptive to coaching and feedback.

• Commitment to customer service and professional communication.

• Reliable punctuality and attendance.

Qualifications

• High School Diploma/GED is required.

• Requires 4-6 years of relevant administrative experience in a healthcare or complex organizational setting.

• Requires experience supporting senior leaders and managing sensitive information.

• Experience with a matrix organization and complex work environment is a plus.

• Requires advanced proficiency in MS office (Word, PowerPoint, Excel).

• Requires proficiency in EMR and medical terminology for clinical care focused positions.

• Experience working within a matrixed or complex organizational environment preferred.