The Department of Pediatrics is seeking an Extra Help Program Assistant to provide comprehensive administrative support to facilitate the smooth operation of departmental functions. This position will involve a diverse range of responsibilities, including administrative support for Department Head and Director of Administrative Operations, coordination of departmental meetings, management of departmental communications, and assistance with various administrative tasks.
Duties & Responsibilities

• Department Head/DAO Administrative Support; Assist in the preparation of agendas for departmental meetings, including those for the Clinical Competence Committee (CCC), chiefs, and faculty. Host and manage remote meetings, ensuring seamless communication and coordination. Undertake special projects and deploy as needed to support departmental initiatives.
• Department of Pediatrics Grand Rounds; Coordinate logistical arrangements for Grand Rounds sessions, including scheduling, room setup, and equipment support. Assist in the dissemination of information related to Grand Rounds events.
• Front Desk Reception; Provide full-time, in-person reception support, including greeting visitors, answering inquiries, and directing calls or messages to the appropriate personnel.
• Conference Room Set-up/Equipment Support; Ensure conference rooms are properly set up for meetings and events, including arranging seating, AV equipment, and other necessary resources.
• Keys/Building Access; Manage building access and key distribution for departmental personnel as needed.
• Mail Management; Sort and distribute incoming mail (MC 846) to relevant recipients within the department.
• Office Maintenance; Maintain the appearance and functionality of office décor, equipment, and supplies, ensuring a clean and organized workspace.
• Department Listserv and Communications; Manage the department listserv, distributing announcements, updates, and communications to departmental staff.
• Clerkship Support; Provide administrative support for clerkship activities, including scheduling, documentation, and coordination with educational staff.
• Patriciate in other duties and special projects as assigned.