Administrative Assistant

Administrative AssistantLocation: West Hollywood, CA 90048Duration: 13 weeksWorking Schedule: Day Shift || Monday through Friday (8:00 AM – 5:00 PM)Job Summary:Years of Experience (minimum): 3 years minimum of administrative experienceAssist with Program Administration (day-to day, Maintain fellowship schedules, calendars, and rotation assignments, Coordinate meetings, conferences, interviews, timely completion of required tasks)Fellow Support (Track licensure, certifications, training requirements, and credentialing documents)Recruitment and Interviews (schedule applicant interviews, coordinate communications with applicants and faculty, prepare interview materials and itineraries, assist with recruitment events and ranking processes as directed)Accreditation and Compliance (Track evaluations, duty hours (if applicable), and required program documentation)Faculty and Leadership Support (Support the Program Director, Associate Program Director, and Program Manager)Performance expectations (maintain professionalism and confidentiality, demonstrate strong organizational and time-management skills, communicate effectively with fellows, faculty, and institutional departments, follow established policies and procedures, meet deadlines with minimal supervision, quickly learn program-specific systems and workflows)Ad-hoc duties as needed.Skills Required:General administrative, Organizational skills (workflow coordination, records management, event coordination); Communication skills (professional written, business and interpersonal communication); Computer and technical skills (Microsoft Word Suite, Google workspace, document prep. And formatting, PP presentations creation, video conferencing (Zoom and Teams); Administrative Operations (meeting coordination, minute taking, travel arrangements, office supply, mail handling); Data Management (record keeping, document and reports processing, handling confidential information, attention to detail); Problem solving skills; Cross Department collaboration, Multitasking, professionalism, dependability, punctuality.Skills Preferred:Administrative coordination experience.Proficiency with Microsoft Office and scheduling systems.Strong attention to detail.Ability to manage multiple priorities simultaneously.