What are the responsibilities and job description for the Administrative Assistant position at UBMD Gynecology?
Administrative Assistant
Full-Time | Onsite
Department: UBMD Obstetrics & Gynecology
Pay: $50,000-$65,000
Location: Buffalo, NY
Position Summary
The Department of Obstetrics and Gynecology/UBMD Obstetrics & Gynecology is seeking an experienced, hard-working, and detail-oriented Administrative Assistant (AA) to support a wide variety of administrative functions. The AA will work closely with the Chair and other leadership to increase effectiveness and efficiency within the organization. The ideal candidate has excellent communication skills, is passionate about organization, can complete task with minimal direction, and thrives in a highly dynamic environment
Key Responsibilities
- Oversee the department's main phone lines, directing calls, and taking messages
- Schedule meetings, taking minutes, and developing/maintaining calendars, including clinical schedules
- Organize and maintain office inventory, stationery, and consumable supplies
- Handling and distributing departmental mail, including managing all package shipping needs
- Be the point of contact for faculty
- Collaborate with the ATC on various administrative tasks and projects
- Assist the ATC with faculty appointment and promotion paperwork/processes, including preparation of letters, CVs, portfolios, and annual reviews
- Faculty and staff onboarding including training, accounts set up, training, and complianceGrand Rounds administration
- Work collaboratively with the Residency Program team, providing administrative support
- Work collaboratively with the Assistant to the Chair (ATC) and other department staff to implement the 4 core pillars of UB OBGYN: clinical, administrative, research, and education
- Facilitate relationships and communications with external stakeholders
- Aid in the coordination of research-related applications and processes
- Assist Faculty in writing fellowship and other applications
Qualifications
Bachelor's Degree required
Two or more years of administrative experience in a university, healthcare, or other complex setting
Two or more years achieving goals in a fast paced, highly dynamic environment
Strong communication and interpersonal skills including the ability to respectfully interact with diverse populations
Excellent organizational skills: multi-tasking, prioritizing, attend to detail
Proficient in Microsoft Word and Excel
Passionate about spreadsheets, tracking, and compliance
Ability to remain flexible and maintain composure in a changing environment
Strong professional judgement and independent resourcefulness, while handling multiple time-sensitive projects that require concise problem-solving.
An individual who will take initiative, maintain confidentiality, and be diplomatic, collaborative, and flexible at all times
Self-motivated professional who is able to work both independently and as part of a team
Fast learner and capable of on-the-job learning pertinent to new departmental initiatives and changes in policies and other related regulations
Familiarity with UB processes and web applications, preferred
Why You'll Love Working Here
Join a healthcare organization that recognizes and values your expertise, attention to detail, and commitment to excellence. We invest in your success with opportunities for professional development and career growth, helping you build a rewarding long-term career.
Our comprehensive benefits package includes health, dental, vision, and life insurance, a 401(k) plan with company matching, and paid time off to support your well-being both at work and at home.
You'll also be part of a supportive team culture built on collaboration, trust, and continuous improvement—where your contributions are appreciated, your ideas are welcomed, and your work makes a meaningful impact every day
UBMD Obstetrics & Gynecology is an Equal Employment Opportunity (EEO) employer.
Salary : $50,000 - $65,000