Administrative Assistant - Biomedical Engineering

Key responsibilities include, but are not limited to:

• Administrative Support to Biomed Leadership:
• Assist in managing daily operations within the Biomedical Engineering department. Tasks include scheduling meetings, managing correspondence, and maintaining departmental records. In this highly visible role, you will be the liaison between internal and external customers and the Biomed Engineering team. You will also provide outstanding customer service and troubleshoot inquiries, escalating effectively to achieve the most timely and cost-effective outcomes.
• Process incoming emails, calls, and inquiries.
• Prepare meeting agendas, take minutes, and follow up on action items.
• Generate reports and summaries as needed.
• Assist with data analysis tasks as required.

• Department Administrative Duties:
• Manage departmental calendar and schedule appointments for engineers and technicians.
• Payroll: responsible for timekeeping, schedule editing, and submitting payroll for the Biomed team.
• Order and manage office supplies and equipment.
• Assist in Completing Annual Employee Evaluations.
• Maintain departmental policies.
• Update and maintain departmental forms.
• Create, maintain, and publish department routine staff schedules.
• Review invoices for service agreements and submit them for approval.

• 
  Project Coordination: Support leadership and the department in the execution of projects, including preparation of documentation, coordination of resources, and tracking project timelines.
• Inventory Management: Assist in the tracking and management of biomedical equipment inventory, including ordering supplies and coordinating maintenance schedules.
• Data Management: Maintain and update databases and spreadsheets related to equipment tracking, project statuses, and departmental metrics.
• Compliance and Training Support: Help ensure departmental compliance with hospital policies and regulatory standards. Assist in organizing training sessions for department staff on new technologies or procedures.
• Stakeholder Communication: Serve as a liaison between the Biomedical Engineering department and other hospital departments, vendors, and external partners.

• Minimum of an Associate's degree in related field (e.g., Office Administration, Medical Information Technology). Bachelor's degree preferred.
• At least 3 years working in a regulated industry (healthcare preferred).
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Data analysis.
• Working knowledge of HIPAA
• Knowledge of biomedical terminology and equipment is a plus.
• Strong analytical, problem-solving, and project management skills
• Excellent verbal and written communication skills.
• Ability to work independently and as part of a team.
• Maintain a high level of professionalism and confidentiality.

At HSS, we are deeply committed to the growth and development of our staff. The Biomedical Operations Administrative Assistant will have access to a range of professional development opportunities designed to enhance their skills and knowledge in the field of Biomedical Engineering and healthcare administration. This includes specialized training sessions, workshops, and seminars on the latest technologies and procedures, as well as opportunities for career advancement within our globally recognized healthcare institution. We support our employees' aspirations to excel in their roles and encourage participation in initiatives that contribute to personal and professional growth.