Administrative Assistant

At TriHealth, our mission is rooted in serving others with compassion and excellence. As an Administrative Assistant in the Medical Education Department, you’ll be a key member of a collaborative team that supports physicians, residents, and clinical staff in delivering exceptional care and education.

Job Overview:

Provides full spectrum of administrative / clerical support for the office of the Medical Education Department. Primary responsibilities include calendar management, meeting preparation and minute taking, communications, and presentation support. Serves as the initial phone contact and resource for resolving inquiries and requests for information. Responsible for coordinating the formal and informal communications associated with the office. May also greet and direct visitors to the office. A high level of confidentiality is required as this individual has access to extremely sensitive information, in some cases dealing with attorney-client privileged information. May provide coverage for senior management in the absence of the executive assistants. Must be able to work in a fast-paced environment, prioritizing tasks and duties effectively.

Job Requirements:

• High School Diploma or GED (Required)
• 3–4 years of experience as an administrative professional or executive assistant (Required)
• Excellent oral and written communication skills
• Proficiency in PC usage, including Microsoft Excel, Microsoft Outlook, Microsoft PowerPoint, and Microsoft Word
• Experience handling multi-line phone systems 

Job Responsibilities – Medical Education Department

🗣️ Communication & Interpersonal Skills

• Act as a key point of contact between the department, physicians, residents, and external stakeholders
• Communicate professionally and effectively with medical staff, hospital administration, and academic partners
• Draft and edit correspondence, memos, and reports with attention to medical and academic terminology

📋 Organizational Capabilities & Responsibilities

• Coordinate schedules, meetings, and educational events for physicians and residents
• Assist in organizing residency program activities, including orientations, evaluations, and training sessions

🗂️ Recordkeeping

• Maintain confidential records related to resident performance, licensure, and credentialing
• Track continuing medical education (CME) credits and compliance documentation
• Prepare reports and maintain databases for program accreditation and audits

🖇️ Secretarial Skills

• Answer and direct calls using a multi-line phone system
• Prepare meeting agendas, take minutes, and distribute follow-up materials
• Support day-to-day administrative functions, including ordering supplies and managing departmental inventory 

• Collaborate closely with physicians, residents, and administrative colleagues to support departmental goals
• Foster a positive and cooperative work environment through clear communication and mutual support

Working Conditions:

• Climbing - Rarely 
• Hearing: Conversation - Consistently 
• Hearing: Other Sounds - Occasionally 
• Interpersonal Communication - Consistently 
• Kneeling - Occasionally 
• Lifting Lifting 50+ Lbs. - Rarely 
• Lifting Pulling - Occasionally 
• Pushing - Occasionally 
• Reaching - Frequently 
• Reading - Consistently 
• Sitting - Consistently 
• Standing - Occasionally 
• Stooping - Occasionally 
• Talking - Frequently 
• Thinking/Reasoning - Consistently 
• Use of Hands - Consistently 
• Color Vision - Frequently 
• Visual Acuity: Far - Occasionally 
• Visual Acuity: Near - Consistently 
• Walking - Frequently