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About the Role

The Senior Executive Administrative Coordinator provides high-level administrative support to the Department Chair and serves as the department’s administrative navigator. This role manages multiple priorities, anticipates needs, coordinates work across the department, and maintains an understanding of how various activities fit together. The position also coordinates department-based career education and development support for medical students interested in obstetrics and gynecology.

Responsibilities

Manage the Chair’s calendar, meetings, travel, correspondence, priorities, and daily administrative needs.
Triage requests, anticipate needed information, prepare briefing materials, and identify items requiring the Chair’s attention.
Prepare agendas, presentations, meeting notes, action lists, and follow-up communications.
Track decisions, assignments, deadlines, and commitments through completion.
Coordinate activities and information across education, clinical, research, student recruitment, faculty, and administrative functions.
Serve as a central point of contact for the Chair and route matters to the appropriate department, school, practice, hospital, or university resource.
Maintain visibility of major department initiatives, recurring academic and administrative cycles, and cross-functional handoffs.
Identify gaps, competing priorities, and unresolved items and ensure appropriate follow-up.
Coordinate career education and career development activities for medical students interested in obstetrics and gynecology.
Organize specialty information sessions, career panels, faculty and resident connections, mentoring opportunities, and residency preparation programming.
Serve as a student navigator by connecting students with appropriate faculty, advisors, programs, and institutional resources.
Coordinate the Chair recommendation letter process for students applying to obstetrics and gynecology residency, including scheduling, materials collection, deadline tracking, and confirmation of submission.
Support department student recruitment and engagement activities.
Coordinate the administrative process for resident fellowship and faculty recommendation letters.
Support faculty review, appointment, reappointment, promotion, volunteer faculty, onboarding, and accreditation activities through scheduling, reminders, materials collection, and document organization.
Coordinate faculty meetings, department communications, and distribution of materials.
Maintain confidential records, process calendars, templates, and tracking tools.

Requirements

Bachelor’s degree in higher education, student affairs, career development, business administration, public administration, communications, or a related field.
Progressively responsible experience in executive support, academic administration, student services, career development, or a similarly complex administrative environment.
Demonstrated ability to manage competing priorities, exercise independent judgment, anticipate needs, maintain confidentiality, and work with limited direction.
Excellent organizational, written, verbal, interpersonal, and project coordination skills.
Experience supporting student career exploration, professional development, recruitment, advising, or learner engagement.
Ability to work effectively with senior leaders, faculty, students, residents, staff, and internal and external partners.

Skills

Executive support
Academic administration
Student services
Career development
Administrative navigation
Managing competing priorities
Independent judgment
Confidentiality
Organizational skills
Written communication
Verbal communication
Interpersonal skills
Project coordination
Student career exploration
Professional development
Recruitment
Advising
Learner engagement
Working with senior leaders
Working with faculty
Working with students
Working with residents
Working with staff
Working with internal and external partners

Location

Onsite

Work Type

Full-Time
Onsite

Experience Level

Senior
Progressively responsible experience

Education Level

Bachelor's degree
Master's degree

Salary/Compensations

$65,000 annually

About the Company

Practice: University Gynecologists & Obstetricians