Administrative Associate 3

About the Role

The Department of Pediatrics, Division of Neonatal and Developmental Medicine aims to provide optimum state-of-the-art care for critically ill and recovering neonates and infants. We are dedicated to the School of Medicine's mission of advancing and exploring innovative and novel biomedical, translational, and clinical research and education through interactions among basic and clinical scientists, clinicians, and educators. This 1.0 FTE, full-time Senior Administrative Associate (Administrative Associate 3) role provides administrative or operational support with limited supervision to up to 35 faculty and their program managers, with varying levels of support ranging from reimbursements to managing calendars, travel arrangements, and grant submissions. The role is hybrid, requiring onsite presence 2 days a week, with additional days as needed.

Responsibilities

• Act on behalf of the supervisor, department manager, or chair to establish priorities and resolve administrative problems.
• Oversee and perform duties related to scheduling, organizing, and operating complex conferences, seminars, and events, including vendor arrangements, material production, logistics, and budget management.
• Compose, draft, and edit documents and correspondence for presentations, grants, conferences, reports, and other materials; perform fact-checking and substantial editing.
• Create, maintain, modify, and ensure accuracy of content in unit documents, displays, reports, brochures, social media, and websites.
• Plan and schedule calendars with limited consultation, resolve conflicts, and arrange travel in compliance with university and sponsor policies.
• Produce complex reports and spreadsheets using specialized software and systems.
• Oversee and process complex financial transactions; produce, monitor, and reconcile budget statements; research and resolve discrepancies.
• Assist with capital or special equipment requests and vendor selection.
• Coordinate and monitor routine maintenance services and plan office moves or minor renovation projects.
• Lead or supervise day-to-day work of student or temporary workers, including scheduling, assigning workloads, setting deadlines, reviewing work, and providing performance feedback.
• Serve as a content expert for grant submissions and primary coordinator for Division events.
• Other duties as assigned.

Requirements

• High school diploma and four years of administrative experience, or a combination of education and relevant experience.

Skills

• Advanced computer skills and demonstrated experience with office software and email applications.
• Demonstrated success in following through and completing projects.
• Excellent organizational skills and attention to detail.
• Strong verbal and written communication skills.
• Excellent customer service and interpersonal skills.
• Ability to prioritize, multi-task, and assign work to others.
• Ability to take initiative and ownership of projects.
• Ability to routinely and independently exercise sound judgment in decision-making.