Administrative Assistant

Non-Clinical - Administrative/Administrative Assistant

Location: West Hollywood, CA

Onsite Flexibility: Onsite

Contract Details

• Position Type: Contract
• Contract Duration: 3 months
• Pay Rate: $27.00 / Hour (USD)
• Shift / Schedule: Day Shift (5x8 Hours), 8:00 AM 5:00 PM
• Work Authorization: Applicants must be authorized to work for ANY employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time.

Job Summary

The Smidt Heart Institute at Cedars-Sinai is one of the nation's leading cardiovascular centers, bringing together internationally recognized physicians, surgeons, researchers, and healthcare professionals dedicated to advancing the prevention, diagnosis, and treatment of heart and vascular disease. The Institute provides comprehensive cardiovascular care across the full continuum, encompassing preventive cardiology, advanced imaging, electrophysiology, heart failure and transplantation, structural heart interventions, congenital heart disease, vascular medicine, cardiac surgery, and pediatric cardiology. Through a highly integrated, multidisciplinary model, patients benefit from coordinated access to specialized expertise, innovative therapies, and personalized treatment plans. In addition to its clinical excellence, the Smidt Heart Institute is a global leader in cardiovascular research and education, conducting pioneering clinical trials, developing novel therapies and technologies, and training the next generation of cardiovascular specialists. The Institute remains committed to improving patient outcomes, expanding access to care, and shaping the future of cardiovascular medicine through innovation, collaboration, and discovery.

Key Responsibilities

• Assist with Program Administration: Day-to-day operations including maintaining fellowship schedules, calendars, and rotation assignments; coordinating meetings, conferences, interviews, and timely completion of required tasks
• Fellow Support: Track licensure, certifications, training requirements, and credentialing documents
• Recruitment and Interviews: Schedule applicant interviews, coordinate communications with applicants and faculty, prepare interview materials and itineraries, assist with recruitment events and ranking processes as directed
• Accreditation and Compliance: Track evaluations, duty hours (if applicable), and required program documentation
• Faculty and Leadership Support: Support the Program Director, Associate Program Director, and Program Manager
• Performance Expectations: Maintain professionalism and confidentiality, demonstrate strong organizational and time-management skills, communicate effectively with fellows, faculty, and institutional departments, follow established policies and procedures, meet deadlines with minimal supervision, and quickly learn program-specific systems and workflows
• Ad-hoc duties as needed

Required Skills

• General administrative skills
• Organizational skills including workflow coordination, records management, and event coordination
• Communication skills including professional written, business, and interpersonal communication
• Computer and technical skills: Microsoft Word Suite, Google Workspace, document preparation and formatting, PowerPoint presentation creation, video conferencing (Zoom and Teams)
• Administrative Operations: meeting coordination, minute taking, travel arrangements, office supply management, and mail handling
• Data Management: record keeping, document and reports processing, handling confidential information, and attention to detail
• Problem-solving skills
• Cross-department collaboration
• Multitasking
• Professionalism, dependability, and punctuality

Preferred Skills

• Administrative coordination experience
• Proficiency with Microsoft Office and scheduling systems
• Strong attention to detail
• Ability to manage multiple priorities simultaneously
• Experience in graduate medical education (GME) or academic programs is preferred

Required Experience

• 3 years minimum of administrative experience

About the Client

This healthcare organization is a nationally recognized medical center and cardiovascular institute based in Southern California, serving patients across a comprehensive continuum of cardiac and vascular care. The Institute employs internationally recognized physicians, surgeons, researchers, clinical coordinators, and administrative professionals who collaborate across multidisciplinary teams to deliver specialized expertise and innovative therapies. With a robust clinical, research, and education mission, the organization trains the next generation of cardiovascular specialists while advancing pioneering clinical trials and novel treatment technologies, making it one of the most respected cardiovascular programs in the United States.

About GTT

GTT is a minority-owned staffing firm and a subsidiary of Chenega Corporation, a Native American-owned company in Alaska. We highly value diverse and inclusive workplaces and support Fortune 500 organizations across banking, financial services, technology, life sciences, biotech, utilities, and retail sectors throughout the U.S. and Canada.

Job Number: 26-08025

Industry: Healthcare