Administrative Assistant for the Department of Psychiatry & Behavioral Sciences

Job Duties

• Provide administrative support to the Director of Department Finance and Administration and department Chair
• Maintain calendar, schedule meetings, and coordinate meeting arrangements for the department
• Track inventory and order office supplies
• Auxiliary with the planning of the annual holiday celebration, as well as other events throughout the year
• Record minutes of meetings upon request
• Distribute incoming department mail
• Plan, order and setup catering for departmental meetings
• Serve as primary point of reception for all incoming calls and guests to the department
• Aid in office coordination, including lunch coverage
• Faculty, Education, Residency & Medical Student Support:
• Coordinate and enter faculty call schedule (clinical schedule) to appropriate scheduling systems
• Track faculty leave ensuring faculty clinical coverage is in place and that the Chair is notified in cases of deficiencies, and enter all leave onto department calendar and scheduling systems
• Assist with Annual Faculty Assessment
• Aid faculty with promotion and tenure application document submission
• Maintain faculty records for the department
• Provide backup coverage for psychiatry resident and medical student education coordinators as needed
• Aid with special projects upon request

Department Communications

• Responsible for department community newsletter and department internal newsletter
• Manage and assist with departmental social media platforms

Required Qualifications

• Four (4) years of administrative or clerical experience
• Education may substitute for experience on a year for year basis
• Experience using Microsoft Office products including Outlook, Excel, Word and PowerPoint

Preferred Qualifications

• Bachelor's Degree in business administration or a similar field
• Experience supporting faculty and staff in a higher education setting
• Experience with Workday