Job Description

Job Title: Administrative Assistant – Department of Pathology

Location: Duarte, CA

Schedule: Monday – Friday, 8:00 a.m. – 5:00 p.m.

Job Summary:

The Department of Pathology is seeking a highly responsible and professional Administrative Assistant to support daily operations. This role requires exceptional organizational skills, discretion, and the ability to handle complex and confidential assignments. The ideal candidate will be self-motivated, detail-oriented, and capable of multitasking in a dynamic healthcare environment.

Key Responsibilities:

• Perform a variety of administrative and analytical tasks to support the department.
• Maintain confidential records and manage filing systems.
• Draft and edit correspondence, memoranda, and reports.
• Handle multiple assignments efficiently, ensuring accuracy and timeliness.
• Serve as the primary point of contact for internal and external inquiries.
• Organize meetings, coordinate schedules, and prepare agendas.
• Support departmental projects and initiatives as needed.
• Utilize and maintain office systems, including MS Office Suite, website management, and databases.
• Transcribe dictated materials and generate professional documentation.
• Foster a positive and professional work environment.

Minimum Qualifications & Experience:

• Education: Bachelor’s Degree required.
• Experience: At least three years of progressively responsible experience in business administration, clinical research, or a healthcare setting.

Required Skills & Competencies:

• Excellent verbal and written communication skills.
• Strong organizational and time-management abilities.
• Proficiency in Microsoft PowerPoint, Word, Excel, and Microsoft Teams.
• Ability to type 55–65 words per minute.
• Experience managing websites and Access databases.
• Professional demeanor with strong interpersonal skills.
• Ability to handle sensitive and confidential information with discretion.
• Capability to interface effectively with individuals at all levels, both internally and externally.
• Experience operating office equipment, including PCs, printers, photocopiers, facsimile machines, and scanners.

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