[Remote] Administrative Assistant - Orthopedics - Remote

Note: The job is a remote job and is open to candidates in USA. Mayo Clinic is a top-ranked healthcare provider dedicated to patient care and employee support. They are seeking an Administrative Assistant to perform a variety of non-clinical administrative support tasks, including scheduling, document preparation, and project support, while demonstrating strong organizational and communication skills.

Responsibilities

• 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
• 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

Skills

• 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
• Work-related experience within the last ten years

Benefits

• Medical: Multiple plan options.
• Dental: Delta Dental or reimbursement account for flexible coverage.
• Vision: Affordable plan with national network.
• Pre-Tax Savings: HSA and FSAs for eligible expenses.
• Retirement: Competitive retirement package to secure your future.

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