Senior Administrative Assistant

CO00 Children's Hospital Medical Center; United States; On-site; USD 32,000 - 39,000; Full time

Job summary

Cincinnati Children’s seeks an Administrative Coordinator for General Pediatrics at the South Campus. You will coordinate schedules and information, lead a team, and support a foster-care clinic affiliated with the Mayerson Center.

You will establish reporting systems, develop office procedures, and identify resources for projects while liaising with internal and external partners. A high school diploma and 2+ years of related experience are required.

Qualifications

• High school diploma or equivalent with 2+ years of related work experience.
• Preferred experience with Microsoft Office (Word and Excel).

Responsibilities

• Coordinate schedules, activities, information, and processes.
• Functions as a team lead and provides input into evaluations.
• Directs the work of others and delegates tasks.
• Supports complex projects and processes from concept through completion that have organizational impact.
• This will include providing support for our specialized clinic connected with the Mayerson Center that aid children in foster care.
• Establishes and implements reporting systems.
• Establishes office procedures and initiates development of related policies and practices.
• Independently identifies resources and practical processes for completing projects; makes recommendations to appropriate personnel.
• Develops and maintains efficient internal communication processes to support the activities of the department/division.
• Communicates with executive level personnel and should demonstrate effective verbal and written communication skills, as this role will serve as a fellowship coordinator.
• Participates as department/program representative at meetings, relays relevant information, and provides necessary follow up.
• Acts as a liaison with external organizations and leaders.
• Represents the department/program head as an agent to handle procedural issues, troubleshoot issues, take action, and communicate results back to the appropriate person.
• Diffuses crises or critical situations in the absence of manager.
• Acts as a gatekeeper, directing people appropriately, deciding upon priority of requests/situations, and escalating as needed to responsible manager.
• Takes ownership of issues and concerns communicated to the department/program and provides follow-up to bring issues to conclusion.
• Ensures important operational information is communicated to appropriate staff.
• Speaks in public as a representative of the department.
• Performs completion and processing of forms, documents, and reports.
• Maintains personnel files.
• Monitors budget expenditures; identifies and researches variances/problems.
• Assists in tracking and monitoring revenue, expense, and allocations.
• Provides applicable reports.
• Tracks funding and maintains accurate balances in funds and accounts.
• Researches information for major purchases.
• Participates in the interview process for administrative staff.
• Prepares HR forms for signature.
• Assists with annual budget preparation.
• Uses a variety of software and information systems.
• Trains others on system usage and serves as a troubleshooter.
• Functions as a resource for department office technologies, hardware, and software.
• Handles composition of various documents.
• Takes and prepares minutes, reviews, and distributes independently.
• Prepares board packets.
• Researches data and compiles reports.
• Composes and edits documents such as newsletters and proposals.
• Work has multi-departmental impact through support of Associate Chair, Medical or Research Division Director or Assistant Vice President.

Education

High school diploma or equivalent with 2+ years of related work experience

Tools

Microsoft Office (Word and Excel)

Job description

Primary Location South Campus Department General Pediatrics Shift Day (United States of America) Schedule Full time Weekly Hours 40 FTE 1 Employee Status Regular *Expected Starting Pay Range $22.79 - $28.53 *Starting pay is based on experience, skills, and equity; exceptions may apply for highly qualified candidates. Additional pay (e.g., shift, on‑call, or weekend differentials) and benefits may apply. Annual pay may vary based on FTE status.

JOB RESPONSIBILITIES

Coordination-

• Coordinate schedules, activities, information, and processes.
• Functions as a team lead and provides input into evaluations.
• Directs the work of others and delegates tasks.
• Supports complex projects and processes from concept through completion that have organizational impact and/or external constituents.
• This will include providing support for our specialized clinic connected with the Mayerson Center that aid children in foster care.
• Establishes and implements reporting systems.
• Establishes office procedures and initiates development of related policies and practices.
• Independently identifies resources and practical processes for completing projects; makes recommendations to appropriate personnel.

Communication-

• Develops and maintains efficient internal communication processes to support the activities of the department/division.
• Communicates with executive level personnel and should demonstrate effective verbal and written communication skills, as this role will serve as a fellowship coordinator.
• Participates as department/program representative at meetings, relays relevant information, and provides necessary follow up.
• Acts as a liaison with external organizations and leaders.
• Represents the department/program head as an agent to handle procedural issues, troubleshoot issues, take action, and communicate results back to the appropriate person.
• Diffuses crises or critical situations in the absence of manager.
• Acts as a gatekeeper, directing people appropriately, deciding upon priority of requests/situations, and escalating as needed to responsible manager.
• Takes ownership of issues and concerns communicated to the department/program and provides follow-up to bring issues to conclusion.
• Ensures important operational information is communicated to appropriate staff.
• Speaks in public as a representative of the department.

Financial/HR-

• Performs completion and processing of forms, documents, and reports.
• Maintains personnel files.
• Monitors budget expenditures; identifies and researches variances/problems.
• Assists in tracking and monitoring revenue, expense, and allocations.
• Provides applicable reports.
• Tracks funding and maintains accurate balances in funds and accounts.
• Researches information for major purchases.
• Participates in the interview process for administrative staff.
• Prepares HR forms for signature.
• Assists with annual budget preparation.

Technology-

• Uses a variety of software and information systems.
• Trains others on system usage and serves as a troubleshooter.
• Functions as a resource for department office technologies, hardware, and software.

Writing/Editing-

• Handles composition of various documents.
• Takes and prepares minutes, reviews, and distributes independently.
• Prepares board packets.
• Researches data and compiles reports.
• Composes and edits documents such as newsletters and proposals.
• Work has multi-departmental impact through support of Associate Chair, Medical or Research Division Director or Assistant Vice President.

JOB QUALIFICATIONS

• High school diploma or equivalent 2+ years of work experience in a related job discipline Preferred experience with Microsoft Office (Word and Excel)

About Us

At Cincinnati Children’s, we come to work with one goal: to make children’s health better. We believe in a holistic team approach, both in caring for patients and their families, and in advancing science and discovery. We strive to do better and find energy and inspiration in our shared purpose. If you want to be the best you can be, you can do it at Cincinnati Children’s. Cincinnati Children's is: Recognized by U.S. News & World Report as atop 10 best Children's Hospitals in the nation for more than 15 years Consistently among the top 3 Children's Hospitals for National Institutes of Health (NIH)Funding Recognized as one of America’s Best Large Employers (2025), America’s Best Employers for New Grads (2025) One of the nation'sAmerica’s Most Innovative Companiesas noted by Fortune Consistently certified as great place to work A Leading Disability Employeras noted by theNational Organization on Disability Magnet® designated for the fourth consecutive time by theAmerican Nurses Credentialing Center (ANCC) We Embrace Innovation—Together. We believe in empowering our teams with the tools that help us work smarter and care better. That’s why we support the responsible use of artificial intelligence. By encouraging innovation, we’re creating space for new ideas, better outcomes, and a stronger future—for all of us. Comprehensive job description provided upon request.

Cincinnati Children’s is proud to be an Equal Opportunity Employer committed to creating an environment of dignity and respect for all our employees, patients, and families. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, genetic information, national origin, sexual orientation, gender identity, disability or protected veteran status.

EEO/Veteran/Disability Cincinnati Children’s is proud to be an Equal Opportunity Employer committed to creating an environment of dignity and respect for all our employees, patients, and families. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, genetic information, national origin, sexual orientation, gender identity, disability or protected veteran status.

EEO/Veteran/Disability