Administrative Assistant

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

Benefits offered by this job

Health insurance

Dental insurance

401(k) with match

Paid time off

Job summary

UBMD Obstetrics & Gynecology in Buffalo, NY is seeking an Administrative Assistant to support a busy department and leadership. The role focuses on accurate scheduling, calendar management, and effective communication across teams.

The AA will coordinate faculty activities, assist with appointment and promotion processes, and work with the Residency Program team to uphold UB OBGYN pillars of clinical, administrative, research, and education.

Qualifications

• Bachelor's Degree required.
• Two+ years administrative experience in a university, healthcare, or other complex setting.
• Strong communication and interpersonal skills.
• Excellent organizational skills and attention to detail.
• Proficiency in Microsoft Word and Excel.
• Ability to work independently and in a team.

Responsibilities

• Oversee the department's main phone lines, directing calls and taking messages.
• Schedule meetings, take minutes, and manage calendars including clinical schedules.
• Organize and maintain office inventory, stationery, and supplies.
• Handle departmental mail and shipping needs.
• Be the point of contact for faculty.
• Collaborate with the ATC on tasks and projects.
• Assist with faculty appointment/promotion paperwork and annual reviews.
• Onboard faculty and staff including training, accounts setup, and compliance.
• Support Residency Program team and UB OBGYN pillars.

Skills

Communication

Organization

Multitasking

Professionalism

Education

Bachelor's Degree

Tools

Microsoft Word

Excel

Calendar management software

Job description

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.