Administrative Assistant

UBMD Gynecology; Buffalo (NY); On-site; USD 50,000 - 65,000; Full time

Job summary

UBMD Obstetrics & Gynecology in Buffalo, NY is seeking an Administrative Assistant to support the Chair and leadership with diverse administrative duties. The role emphasizes organization, communication, and accuracy in a fast-paced academic healthcare setting.

The ideal candidate has a Bachelor's degree and 2+ years of experience, proficient in Word and Excel, and a collaborative mindset to coordinate calendars, meetings, onboarding, and faculty paperwork.

Qualifications

• Bachelor's degree required.
• Two or more years of administrative experience in a university, healthcare, or other complex setting.
• Ability to communicate effectively with diverse populations.
• Strong organizational and detail-oriented mindset.
• Proficient in Microsoft Word and Excel.

Responsibilities

• Oversee department phone lines and direct calls.
• Schedule meetings and maintain calendars, including clinical schedules.
• Organize office inventory and supplies.
• Prepare and process faculty appointment and promotion paperwork.
• Coordinate onboarding and training for staff and faculty.
• Collaborate with department staff to implement UB OBGYN pillars.

Skills

Excellent communication

Organizational skills

Multi-tasking

Microsoft Word

Excel

Team collaboration

Education

Bachelor's Degree

Job description

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.