ADMINISTRATIVE ASSISTANT, School of Medicine, Arthritis Ctr/Rheumatology (8967/H1417)
The Administrative Assistant performs a variety of administrative and office support activities to ensure proper functioning of assigned department. The incumbent will be responsible for managing calendars, handling correspondence, creating documents, spreadsheets, setting up slides for presentations, updating databases, proofreading, distributing documents, scheduling meetings, time-reporting, requisitioning supplies and other administrative support functions. The position requires resourcefulness, flexibility, acumen, diplomacy and the ability to take initiative, work independently and handle sensitive information with discretion.
Additional responsibilities include, but are not limited to:
Plan, organize and coordinate departmental meetings or special events, including reserving conference rooms, sending and tracking invitations, procuring food and beverage and ensuring vendor payment. Set up room and equipment (A/V tech, conference call if necessary, projector, etc.). Prepare agenda, produce and supply materials, record and distribute meeting notes.
Assist the Administrative Director with coordinating confidential personnel-related matters, including but not limited to time sheet collection and submission, reimbursement requests, tracking employees throughout the hospital when needed., etc.
Must maintain departmental files up-to-date, while ensuring all confidentiality protocols.
Provide administrative support to the physicians and medical residents and key departmental leadership, including, but not limited to: scheduling appointments, scheduling meetings, following up on meeting-generated tasks, preparing documents and presentation slides, updating webpage, etc.
Monitor and maintain inventory of office supplies and equipment. Call for repairs when equipment malfunctions.
Create Word documents/correspondence, Excel spreadsheets, PowerPoint presentations, and Access databases. Generate, proofread and edit correspondence for content and grammatical correctness.
This position will be 30 hours per week. Bachelor's degree required.
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law. We are a VEVRAA Federal Contractor.