Frankel CVC Administrative Assistant

Job Summary Provide administrative and operational support to the Frankel Cardiovascular Center (FCVC), serving as a key resource for leadership, faculty, staff, and visitors. Responsibilities include complex calendar management, meeting and event coordination, front desk operations, conference room administration, supply and inventory management, catering coordination, and general office support. The successful candidate will demonstrate strong organizational skills, initiative, sound judgment, exceptional customer service, and the ability to effectively manage multiple priorities in a fast-paced academic healthcare environment.

Responsibilities*

Administrative & Operational Support

• Provide administrative support to Frankel CVC leadership and administrative teams. Serve as primary administrative partner to the Administrative Director and Senior Strategic Planner.
• Manage complex calendars, schedule meetings, coordinate logistics, and resolve scheduling conflicts.
• Support P-Card reconciliation activities, including preparation of monthly expense reports.
• Maintain the Frankel CVC Call Roster, ensuring faculty and staff contact information remains accurate and current.
• Coordinate onboarding activities and provide office orientation support for new team members.
• Prepare agendas, meeting materials, correspondence, minutes, and other administrative documents as requested.
• Support continuous improvement of administrative processes and operational efficiency.
• Provide backup coverage for other administrative partners and perform other duties as assigned.

Event & Program Support

• Provide administrative and logistical support for Frankel CVC committees, conferences, educational programs, retreats, symposiums, site visits, and special events. Programs include but are not limited to:

• FCVC Administrative Fellowship Program
• Transformational Leadership Program
• Emerging Leader Intensive
• National Advisory Board
• Strategic Leadership Council

• FCVC Grand Rounds and Town Halls

• Coordinate scheduling, registrations, communications, room setup, materials preparation, catering, and day-of-event support.
• Assist with expense reconciliation, supply ordering, and logistics coordination associated with Center activities.
• Coordinate visitor itineraries and support arrangements for guest speakers, advisory board members, and external stakeholders.

CME Program Team Subject Matter Expert

• Serve as the Frankel CVC administrative resource and coordinator for Continuing Medical Education (CME) activities.
• Lead coordination of CME accreditation activities for Frankel CVC educational programs.
• Collaborate with faculty and planning teams to develop educational objectives and program requirements.
• Coordinate collection and submission of accreditation documentation and supporting materials.
• Manage accreditation applications, renewals, approvals, and compliance activities.
• Monitor project milestones and regulatory deadlines to ensure timely completion of all requirements.
• Maintain compliance with institutional and accrediting body standards throughout the planning and implementation process.

Conference Room & Meeting Management

• Manage scheduling, utilization, and day-to-day operations of Frankel CVC Administration conference rooms.
• Serve as the primary point of contact for conference room IT support, training, troubleshooting, and scheduling assistance.
• Coordinate room reservations, meeting logistics, technology needs, hospitality arrangements, and participant communications.
• Support virtual, hybrid, and in-person meetings and events, including setup, troubleshooting, and meeting support.
• Provide support for Danto Auditorium activities and events as needed.

Front Desk & Office Administration

• Serve as a primary point of contact for visitors, faculty, staff, trainees, and external guests.
• Provide reception coverage and ensure a professional, welcoming environment.
• Coordinate front desk schedules and coverage to support continuous operations.
• Develop and maintain front desk procedures, resource materials, and office documentation.
• Manage incoming and outgoing mail, deliveries, and general office communications.

Supply, Inventory & Hospitality Management

• Manage office, break room, and operational supply inventories.
• Order, receive, organize, and distribute supplies in accordance with university purchasing guidelines.
• Maintain organized …