Administrative Assistant III - PESMOA

Responsibilities

• Provides high-level administrative support to the Department Chair and Administrative Officer by managing complex workflows, prioritizing competing demands, and ensuring timely execution of critical tasks across a large department.
• Captures and coordinates logistics for departmental events and engagements, including global grand rounds, visiting faculty, and official meetings, ensuring effective planning, communication, and material preparation.
• Serves as the primary point of contact for internal and external stakeholders, supporting the full faculty life cycle, including appointments, annual promotions, faculty development activities, and required compliance documentation.
• Prepares, tracks, and processes memoranda, funding requests, and internal/external taskers, ensuring accuracy, completeness, and adherence to deadlines and regulatory requirements.
• Maintains operational continuity by monitoring administrative functions, providing backup support as needed, and ensuring consistent coverage in a resource-constrained environment.
• Facilitates coordination across internal and external stakeholders while supporting onboarding, personnel tracking, centralized administrative processes, and continuous improvement of department workflows.
• Performs a range of additional duties assigned that are consistent with the scope and level of the position, including required training, professional development, and other activities necessary to support departmental operations.

Qualifications

• Associate’s Degree required, Bachelor's degree preferred within healthcare or education.
• Minimum of 6-8 years experience required.
• Knowledge of proper grammar, punctuation, spelling, etc.
• Excellent communication skills.
• Experience with Microsoft Office & Google suite.
• Effectively communicate with a diverse group of people.
• Strong professional initiative, proactive problem-solving, self-starter, ability to work independently.
• Ability to obtain and maintain a T1/Public Trust background check.

Pay

The hourly pay range for this position is $29.33 - $43.86. Actual hourly pay will be determined based on experience, education, etc.

Benefits

HJF offers a comprehensive suite of benefits focused on your health and well-being, from medical, dental, and vision coverage to health savings and retirement plans, and more.

Equal Opportunity Employer/Protected Veterans/Individuals With Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)