Senior Administrative Assistant

The Senior Administrative Assistant provides direct administrative support (including calendar management) to the Chair of Radiology and advanced administrative and executive-level support to department leadership and faculty, ensuring the efficient coordination of daily operations and special projects. This position performs a broad range of administrative duties, including managing correspondence, booking travel, completing expense reports, scheduling, meeting support, document preparation, record maintenance, and office coordination.

Chair and Department Support

· Manages the Chair’s calendar and schedule, providing comprehensive administrative support for all professional activities

· Manages incoming communications, including phone calls, mail, faxes, and departmental correspondence

· Serves as primary liaison between the Chair and the Dean’s Office
Coordinates Chair-level meetings, including developing agendas and recording meeting minutes as needed

· Coordinates Chair-related legal matters, including scheduling depositions and legal proceedings, preparing invoices using standardized templates, and tracking and collecting associated fees in accordance with departmental protocols

· Coordinates Chair travel arrangements and processes related expense documentation in accordance with institutional policies

· Attends and documents Chair interviews and discussions related to personnel actions for departmental staff and faculty

· Develop meeting agendas, keep meeting minutes

Faculty Support

· Coordinates faculty travel arrangements and processes related expense documentation in accordance with institutional policies

· Renew memberships and process related expense documentation in accordance with institutional policies

· Liaison between attorney’s office, Tulane Legal, and scheduling depositions with our physicians using the departments established standardized protocol, invoicing using a customized template, collecting appropriate fees, and coordinating dates for depositions

· Liaison for Medical Record Reviews: determine whether an attorney's office will accept the established fee schedule, determine if a physician is able to review the medical records and provide a narrative, schedule the review, bill the medical records review, and collect fees for the medical record review.

· Proper distribution of requests and subpoenas for medical record releases. Determine at what site the patient was seen, and ensure the legal request is delivered to the appropriate person

Monitor and update department website

Operations

· Coordinates and supports departmental events, including preparing itineraries, managing logistics, and assisting with on-site execution

· Monitors inventory and orders routine office supplies and equipment to support daily operation

· Oversees office equipment and coordinates maintenance agreements and service requests

· Coordinates departmental meetings, including scheduling, preparing materials, and managing virtual and in-person logistics

· Assists in documenting faculty evaluations and coordinating promotion and advancement materials with appropriate personnel

· Maintain referring physician lists and VIP lists for important events

· Provide training for support staff in all systems and processes, and backup support and coverage for other support staff.

· Monitors and orders routine supplies and office equipment where needed. Oversees office equipment, including maintenance agreements.

· Provide support to educational programs, including the Clerkship and residency programs

Faculty Recruitment and Retention Activities

· Organizes and coordinates itinerary for faculty recruits. Sets up all arrangements including meals, hotel and airline reservations for candidates. Ensures visits are well planned and well implemented.

Other Duties

Perform other duties as requested or required, whether or not specifically mentioned in this job description.

Pay: $19.00 - $24.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Retirement plan
• Vision insurance

Work Location: In person

Benefits:

Salary : $19 - $24