Senior Executive Administrative Coordinator

Hirebridge; Buffalo (NY); On-site; USD 59,000 - 72,000; Full time

Benefits offered by this job

403(b) retirement plan

Medical, dental, vision, life, and dis

Paid time off

Job summary

University Gynecologists & Obstetricians seeks a Senior Executive Administrative Coordinator to provide high-level support to the Department Chair and to coordinate education, clinical, and research activities. The role includes assisting with student career development, residency advising, and letters of recommendation.

Responsibilities include calendar management, briefing materials, cross-functional coordination, and maintaining confidential records.

Qualifications

• Bachelor’s degree required and progressively responsible experience in executive support or academic administration.
• Ability to manage competing priorities, exercise independent judgment, and maintain confidentiality.
• Strong organizational and communication skills; experience supporting student career exploration or learner engagement.

Responsibilities

• Provide high-level executive support to the Department Chair, manage calendar, travel, correspondence, and briefing materials.
• Coordinate cross-functional activities across education, clinical, research, student recruitment, and faculty affairs.
• Serve as student navigator for career education, residency advising, and Chair recommendation letters.
• Coordinate resident fellowship processes and faculty documentation with appropriate stakeholders.
• Maintain confidential records and handle scheduling, templates, and tracking tools.

Skills

Organizational skills

Written communication

Verbal communication

Interpersonal skills

Project coordination

Education

Bachelor’s degree in higher education, student affairs, career development, business administration, public administration, communications

Job description

Senior Executive Administrative Coordinator- UBMD Gynecology

Full-Time | Onsite

Practice: University Gynecologists & Obstetricians
Pay: $65,000 annually

Position Summary The Senior Executive Administrative Coordinator provides high-level administrative support to the Department Chair and serves as the department’s administrative navigator. The position manages multiple priorities, anticipates needs, coordinates work across the department, and maintains an understanding of how education, clinical, research, student recruitment, faculty, and administrative activities fit together. The position also coordinates department-based career education and career development support for medical students interested in obstetrics and gynecology, including career programming, faculty connections, student navigation, and the administrative coordination of residency-related advising and Chair recommendation letters.

Primary Responsibilities

Executive Support to the Chair

• 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.

Department Administrative Navigation

• 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.

Student Career Education and Development

• 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.

Academic and Faculty Coordination

• Coordinate the administrative process for resident fellowship and faculty recommendation letters; the Chair retains responsibility for final content.
• 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.

Role Boundaries

• The Coordinator independently manages administrative coordination, prioritization, communication, tracking, and follow-up within established policies and the Chair’s direction.
• Academic judgments, faculty evaluations, appointments, promotions, personnel actions, budgets, contracts, and clinical decisions remain with the appropriate authorized owner.
• Formal finance, HR, faculty affairs, and compliance processes remain with the ATC or other designated functional owner. The Coordinator supports scheduling, materials, communication, and follow-through.

• Clinical practice operations remain with practice leadership unless a specific coordination responsibility is assigned.

Minimum Qualifications

• 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.

Preferred Qualifications

• Master’s degree in higher education, student affairs, counseling, career development, business, public administration, or a related field.
• Experience in academic medicine, health professions education, a clinical department, or another complex higher education setting.
• Experience supporting a department chair, dean, executive leader, or comparable senior leader.
• Knowledge of medical student career development, residency application processes, faculty affairs cycles, or accreditation activities.

Benefits

• 403(b) retirement plan with employer matching

• Medical, dental, vision, life, and disability insurance

• Paid time off

Work Location: In person Job Type: Full-time

University Gynecologists & Obstetricians is an Equal Employment Opportunity (EEO) employer.