Job Abstract

Reporting to the Administrative Supervisor, will provide high level administrative support for faculty members in the Department of Internal Medicine. Serve as a key contact and support the execution of travel, events, initiatives, projects, and communications for several Leadership roles. Provide high-level administrative support. Serve as principal source of information on policies, procedures, and office activities. Maintain complex calendars. Schedule and coordinate in person and virtual meetings and appointments. Provide administrative support for programs, projects, and initiatives which may require extensive meeting coordination, follow-up, tracking, and managing agendas. Review outgoing material for completeness, accuracy, dates, and signatures. Conduct research and gather background information for projects, meetings, and events as needed in preparation for determined activities. Gather, compile, organize, and manipulate data to create reports or summaries using Microsoft Excel. Use the University's electronic systems for expenses management, travel booking, and placing orders with vendors. Prepare all documents in accordance with university policies and procedures. Identify problems with workflow, equipment, and environment, and make suggestions for improvements. Determines and arranges administrative, facility and equipment needs to meetings and conferences. Process financial transactions ( such as expense reports, reimbursements, and others) and accurately resolves any related issues. May order, stock and distribute office supplies, and incoming and outgoing mail and packages. Provides administrative back up to colleagues when other administrative staff are out. Efficiently and professionally completes other clerical and administrative tasks as assigned to maintain highest level of service and support. Excellent interpersonal skills and communication skills, both verbal and written; ability to deal effectively with all levels of staff with proven organizational and customer service skills. Ability to draft, edit, and proofread correspondence for content, style, and grammatical accuracy, excellent spelling and grammar. 1. Oversees and coordinates administrative, program, and office activities. Establishes, selects, implements, and coordinates office procedures and systems. Serves as principal source of information to students, staff, and faculty on policies, procedures, programs, and office activities. 2. Oversees, instructs, and coordinates activities of support staff. Oversees the preparation of materials for grants, contracts and budgets. Monitors expenditures and reconciles financial statements. 3. Provides editorial support for a journal/publication. Proofreads and edits material for grammatical and factual accuracy. Tracks copy through various editing and production stages. Communicates with authors, printers, and others concerned with published work. 4. Determines administrative, facility, and equipment needs for symposia, lectures, seminars, and conferences. Assembles and arranges for necessary items. Determines sources of data. Compiles, synthesizes and manipulates data. Summarizes findings and writes reports or portions of reports. 5. Greets visitors. Answers and screens telephone calls. Assesses nature of business. Responds to requests for information and provides assistance. Screens and responds to mail. 6. Formats, keyboard, proofread, and edits correspondence, reports, manuscripts, grants, and other material. Assembles attachments and corresponding material. Reviews outgoing material for completeness, dates, and signatures. Composes substantive correspondence and written material. 7. Coordinates travel arrangements. Schedules and coordinates meetings and appointments. Orders and maintains inventory of supplies. Takes minutes or dictation. Performs additional functions incidental to office activities. Six years of related work experience, four of them in the same job family at the next lower level, and high school level education; or four years of related work experience and an Associate's degree; or little or no work experience and a Bachelor's degree in a related field; or an equivalent combination of experience and education.