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