Administrative Assistant I-Medical Education Administration
The Administrative Assistant serves as the first point of contact for the Department of Medical Education and plays a key role in ensuring a professional, welcoming, and efficient office environment. This position supports daily departmental operations by assisting visitors, students, faculty, and staff; coordinating communications and administrative processes; and maintaining awareness of departmental activities and events. The successful candidate will demonstrate strong organizational, interpersonal, and customer service skills while maintaining a professional and orderly office setting.
Reports to: Director of Operations, Medical Education Administration
- Greets and directs visitors, students, faculty, and staff and assists with coordinating access to departmental spaces
- Answers, screens, and directs incoming calls and maintains internal contact directories and resources information
- Pick up and distribution of mail and packages for the department
- Processes reimbursements, deposits, petty cash requests, and check distribution while maintaining accurate tracking records
- Orders, receives, and tracks office supplies, equipment, and departmental purchases through institutional procurement systems
- Coordinates purchasing and operational support for student organizations, educational programs, and departments without dedicated administrative support
- Distributes materials and supplies, including clinical items, Target gift cards, and OMNY cards, while maintaining accurate tracking and documentation for multiple programs
- Submits and monitors facilities, engineering, HVAC, maintenance, disposal, and key request tickets
- Maintains organization and functionality of office spaces, supply areas, conference rooms, and shared departmental resources
- Provides logistical and operational support for meetings, student activities, departmental programs, and special events, including but not limited to orientation, graduation, and various student affairs events
- Supports the Senior Associate Dean and Director of Operations for Medical Education Administration with special projects and departmental initiatives
- Responds to inquiries and correspondence from internal and external entities
- Serves as backup support to the Administrative Coordinator for Medical Education Administration and performs additional administrative duties as assigned
- Associate?s degree or related experience
- Minimum two years of Administrative Experience
- Excellent interpersonal and communication skills; Friendly demeanor
- Excellent organizational skills
- Exceptional attention to detail and accuracy
- Proficiency in Microsoft office suite
Non-Bargaining Unit, 830 - Medical Education - ISM, Icahn School of Medicine