You are applying for a position through Medix, a staffing agency. The actual posting represents a position at one of our clients.

Job Summary

The Administrative Assistant will be responsible for supporting various administrative functions within the department. This dynamic and essential role requires strong organizational and communication skills to manage a wide range of tasks, from coordinating Continuing Medical Education (CME) conferences and visiting resident programs to providing administrative support for department leadership and faculty. This position also serves as a critical backup for a residency program and handles travel and reimbursement coordination.

Key Responsibilities

• Provide comprehensive administrative coordination and support for the department, including CME conference logistics, managing travel and reimbursement for visiting speakers, and overseeing visiting trauma rotators.
• Offer direct administrative support to department leadership, faculty, and non-ACGME fellows, ensuring they have the resources and assistance needed for their roles.
• Efficiently receive and screen all incoming telephone calls and visitors, ensuring all inquiries are handled professionally and directed to the appropriate individual in a timely manner.
• Independently make all necessary travel arrangements, manage reimbursements, and coordinate meeting schedules and logistics for department leadership and faculty.
• Assist with preparing and administering the department budget by maintaining accounts, running periodic reports, and processing invoices. Maintain all departmental staff records, tracking training and scheduling new courses as directed.
• Act as a professional liaison for department leadership, interacting with internal staff, officials, and the public. Anticipate needs and interpret administrative decisions and policies to facilitate problem-solving.

Requirements

• Bachelors Degree
• 3-5 years of Admin Experience, ideally within healthcare of accedemic medicine
• Organized. Polished and Professional 
• Strong communicator

Benefits

• Paid Sick Leave (Medix provides paid sick leave according to state and local sick leave ordinances).
• Health Benefits / Dental / Vision (Medix offers 6 different health plans: 3 Major Medical Plans, 2 Fixed Indemnity Plans (Standard and Preferred), and 1 Minimum Essential Coverage (MEC) Plan. Eligibility for health benefits is based on verifying that an average of 30 hours per week during the first 4 weeks of the work assignment has been met. If you meet eligibility requirements and take action to enroll, you will be covered no earlier than 60 days into your assignment, depending on plan selection(s)).
• 401k (Eligible on the first 401k open enrollment date following 6 consecutive months on assignment. 401k Open Enrollment dates are 1/1, 4/1, 7/1, and 10/1).
• Short Term Disability Insurance.
• Term Life Insurance Plan.

Medix Overview:

With over 20 years of experience connecting organizations with highly qualified professionals, Medix is a leading provider of workforce solutions for clients and candidates across the healthcare, scientific, technology, and government industries. Through our core purpose of positively impacting lives, we’re dedicated to creating opportunities for job seekers at some of the nation's top companies. As an award-winning career partner, Medix is committed to helping talent find fulfilling and meaningful work because our mission is to help you achieve yours.

We will consider for employment all qualified Applicants, including those with criminal histories, in a manner consistent with the requirements of applicable federal, state and local laws, including the City of Los Angeles' Fair Chance Initiative for Hiring Ordinance (FCIHO), Los Angeles Fair Chance Ordinance for Employers (ULAC), The San Francisco Fair Chance Ordinance (FCO), and the California Fair Chance Act (CFCA).

This position is subject to a background check based on its job duties, which may include patient care, working with vulnerable populations, access to financial and confidential information, driving, working with heavy machinery, or working in a warehouse or laboratory environment. Due to these job duties, this position has a significant impact on the business operations and reputation, as well as the safety and well-being of individuals who may be cared for as part of the job position or who may interact with staff or clients.