Administrative Assistant - Orthopedics

Applies expertise to perform a variety of non-clinical administrative support tasks including scheduling, coordination, and follow-up tasks for meetings, events, and professional travel; managing of calendars; preparing documents and presentation materials; processing invoices and reimbursements; composing and/or transcribing correspondence/documents; supporting departmental projects/activities; creating and maintaining web sites, web pages, databases, spreadsheets, social media accounts; answering telephones and providing related follow- through. Exhibits initiative, proficiency, and adaptability to optimize the time of those supported. Strong organizational, communication, and interpersonal skills; a commitment to quality and excellence in service; confidentiality; and professionalism are important components of the role. Demonstrates proficient use of computer hardware and software, telecommunication, and other office equipment and ability to navigate multiple systems simultaneously. Is accountable for ensuring accuracy and completeness through attention to detail. This position will require a 2-year commitment to the department. 

Position requires high school diploma or G. E. D. with a minimum of two years’ experience in an administrative support role or one-year degree/diploma in an administrative, business, or medical-related program with a minimum of one-year experience in an administrative support role, or an associate’s degree in an administrative, business, or medical-related program. Administrative support role experience must include performance of responsibilities such as meeting management and calendar coordination, creating/transcribing correspondence/documents, and utilization of business-related software to produce databases, spreadsheets, presentations, etc. Possess high-level skills in organization, customer service, professionalism, interpersonal relations, written and oral communication, and the ability to prioritize, frequently and quickly shift tasks, and adapt to a rapidly changing environment. Demonstrate effective and appropriate decision-making, judgment, and confidentiality as well as attention to detail and follow-through. Experience with coordination of travel and expense management. Proficient application of English grammar, punctuation, and sentence structure. Prefer work-related experience within the last ten years. None required.

Key Responsibilities

• Submission Coordination: Prepare, format, and submit manuscripts, figures, tables, and supplemental files to journals and publishers using platforms such as Editorial Manager/ScholarOne (or publisher‑specific portals); manage author accounts and correspondence
• Manuscript & Chapter Support: Assist with drafting, formatting (house style, journal guidelines), reference management, figure permissions, and cover letters; ensure adherence to style manuals (e.g., AMA, APA, Chicago) as required by the journal/publisher
• Version Control & Tracking: Maintain organized project folders; track drafts, revisions, co‑author inputs, and approvals; log milestones and due dates; update stakeholders regularly on status and next steps
• Copyright & Permissions: Verify copyright compliance, secure permissions for third‑party materials (images, tables, excerpts), and manage license agreements (including Creative Commons where applicable); document and archive permission records
• Quality Assurance: Conduct thorough proofreads for grammar, punctuation, formatting, references, and data consistency; flag discrepancies and resolve with authors swiftly
• Calendar & Logistics: Schedule meetings, submission deadlines, and editorial reviews; coordinate agendas, minutes, and action items; book travel and events as needed
• Communication & Liaison: Serve as point of contact with journal editors, production teams, and co‑authors; prepare professional correspondence and respond promptly to queries
• Data & Reporting: Maintain publication trackers, citation lists, ORCID/Scopus profiles, and bibliographies; generate periodic reports on submissions, acceptances, and timelines
• Process & Compliance: Uphold institutional policies (e.g., conflicts of interest, authorship criteria), ensure accurate acknowledgments (funding, IRB), and support audit/readiness of documentation