POSITION SUMMARY:

Under the general supervision of the Manager/Department Head or designee, the Administrative Assistant performs diversified and complex administrative duties.

This is an open-rank posting (there are 3 levels of Admin Assistant) - candidates will be hired into the level commensurate with their experience.

ESSENTIAL FUNCTIONS:

Admin Assistant I:

• Prepare and/or update correspondence, memoranda, agendas, handouts, website updates, and reports, etc.
• Type, edit, and proofread material
• Respond to routine questions and answer routine correspondence
• Greet visitors; ascertains their need and provide information
• Maintain calendar(s)
• Perform data entry and generate reports
• Audit data entry
• Arrange travel logistics and coordinate schedules. Completes travel advance and authorization forms.
• Maintain travel records
• Schedule or arrange for conferences, meetings, interviews, appointments, retreats, events, or similar activities
• Submit voucher forms with appropriate receipts and information for reimbursement
• Process and track documents such as invoices, payments and requisitions. Follow up on payments. Reallocate purchases when necessary
• Answer phones and screen calls. Take messages and relay information within scope of authority
• Review, sort, distribute, and file a variety of material. Identify priority items and route accordingly
• Order and maintain office and other department supplies
• Open, review, distribute incoming mail. Identify priority mail and route accordingly. Answer e-mails and respond to routine correspondence
• Perform other duties as required.

Admin Assistant II:

Duties noted above plus:

• Coordinate and perform complex, and varied administrative tasks requiring a high degree of independent action and the setting of priorities and procedures.
• Record, prepare, and distribute minutes
• Assist employees with onboarding, training, and answer operational questions within the scope of duties
• Assist with the processing of payroll, personnel action, and other human resource related forms
• Organize information into spreadsheet format from data collection. Generate reports in preparation for analysis and graphical display from spreadsheets and databases
• Review expense reports. Submit voucher forms with appropriate receipts and information for reimbursement
• Answer phones and screen calls. Provide information independently and respond to complex questions
• Answer e-mails and respond to routine correspondence
• Assist in the collection of budget information and preparation of grant applications
• Adheres to office procedures related to grant submissions
• Assist in reconciling monthly receipts
• Maintain confidential research files.

Admin Assistant III:

Duties noted above plus:

• Participate in the planning and organization of the office in terms of staffing, establishing administrative policies and procedures and financial matters. Develop a comprehensive knowledge of administrative activities of the department and the Medical School
• Manage the daily operation of the office, schedules, organizes and delegates administrative assistant tasks, supervises office activities, resolves problems with medical, professional, and clerical staff
• Monitor and evaluate office procedures. Initiate and implement new procedures. Develop, write, and revise office procedures and manuals
• Communicate confidential information to senior administration, internal operation departments, and external source
• Coordinate and perform high level, complex, and varied administrative tasks requiring independent action and the setting of priorities and procedures
• Draft, edit, and/or update correspondence, memoranda, grants, agendas, handouts, website updates, and reports, etc.
• Process payroll, orders, requisitions, personnel action, and other payroll and human resource related forms. Maintain confidential files
• Provide administrative support for special projects. Assist in preparing data, reports, and follow-up on projects and reports
• Arrange travel logistics and coordinate schedules. Completes travel advance and authorization forms. Submit voucher forms with appropriate receipts and information for reimbursement
• Assist the Department Head in budget preparation and reconciliation
• Complete journal entries and billing
• Review mail, highlight action or important items and attach relevant files or information for review. Respond to routine correspondence. Draft responses to more complex correspondence
• Maintain office equipment and inventory of supplies, purchase materials, and prepare purchasing paperwork and contracts. Verify budget is not overspent
• Assist with the credentialing process

REQUIRED QUALIFICATIONS:

Admin Assistant I:

• HS Diploma or equivalent
• 3-5 years of related experience
• Proficient in Microsoft Office products and software
• Possess the organizational, verbal, written and interpersonal skills necessary to interact effectively with all levels of personnel
• Ability to prioritize and problem solve
• Specialized secretarial training preferred

Admin Assistant II:

• Requirements noted for AA I plus:
• 5-7 years of related experience

Admin Assistant III:

• Requirements noted for AA I plus:
• 7-9 years of related experience
• 2-Year College Degree preferred.