Administrative Assistant I - Div Gen Int Medicine

The Administrative Assistant provides high-level administrative and operational support to the Research Program within the Division of General Internal Medicine. This role supports research faculty and staff by managing day-to-day logistics, coordinating activities, and ensuring efficient office operations in a fast-paced academic environment.

• Provide administrative support, including calendar management, scheduling, and correspondence

• Coordinate large meetings and events, including room setup, catering, and audio/visual needs

• Process travel requests and reimbursements

• Support research space and facilities coordination

• Oversee office operations, including ordering and maintaining office supplies and vendor coordination

• Track and manage office and research equipment, including inventory and maintenance

• Handle incoming and outgoing mail, shipping, and courier services

• Support onboarding of new staff and assist with general program coordination

• Maintain compliance documentation, including certificate tracking and renewal of software licenses and subscriptions

• Associates Degree in Secretarial Science or related field, or HS/GED plus two years of related experience (Bachelors Degree preferred).
• 2-3 years administrative or medical office experience required

Preferred Skills

• 2+ years of administrative experience, preferably in an academic, healthcare, or research setting

• Strong organizational, multitasking, and problem-solving skills

• Excellent written and verbal communication skills

• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint)

• Ability to work independently and collaboratively with diverse teams

• High level of professionalism and discretion in handling confidential information

• Experience supporting research faculty or academic programs

• Familiarity with research operations

• Experience with office or facilities coordination

Non-Bargaining Unit, 040 - Div Gen Int Medicine MSH - ISM, Icahn School of Medicine