Administrative Clerk - BMB Administration

Seminar Coordinator

Arrange seminar speaker visits for department formal seminar program. Duties include creating itineraries, booking hotels, airfare and ground transportation for invited speakers. Seminars are held every Friday during the academic calendar year.

Advise the seminar chairperson and administrative director on the budget and expenses involved with the visits. Keep a current spreadsheet tracking and monitoring the seminar expenses to not go over budget.

Literature Seminar Coordinator

Prepare the schedule and send announcements.

Department Web Manager

Maintain department website to keep updated as advised by the Chair.

Affiliate with faculty and staff recruitment by reserving hotel and preparing itineraries. Collect receipts and follow up with procurement officer on payment of invoices for visits.

Annual HUB Forum Coordinator

Assist with the annual HUB forum which is held on a Saturday. Work with the department Chair on the distinguished speaker’s itinerary; which includes booking hotels, ground transportation and follow up on expenses.

Track registrations for the event by reporting to the HUB chair on attendees. Prepare nametags and signage for the meeting. Keep the Administrative Director updated on all details.

Provide support to the Administrative Director for planning Departmental events including the annual HUB forum, faculty and staff meetings and events like IGPBS Rush, department retreat, department holiday party, and semimonthly coffee networking events.

The duties are reserving meeting rooms, sending notifications, taking attendance, ordering lunches, and preparing the invoices for payment. Work with catering vendors to determine the most cost effective to maintain the department budget.

Process payments for lunches by collecting necessary documentation and forwarding to the procurement officer.

Serve as a backup procurement officer by learning Workday purchasing requirements to keep the flow of the purchasing tasks in the absence of the procurement officer. This involves entering BPC transactions and follow-up.

Serve as an approver in the hierarchy of Workday as needed to keep transactions moving in the system.

Provide support with travel and reimbursements. Understanding mileage rates, comparison airfare, collection of documents and receipts for payments and reimbursements. Follow up with speakers or faculty as needed.

Answer department phone calls to take messages or redirect callers to appropriate colleagues.

Monitor stocks of office supplies (paper, toner, tc.) and report when there are shortages:

Affiliate scheduling meeting rooms for various meetings.

Sending appointments via Outlook to department faculty and staff.

Keeping an updated contact list.

Sorting mail and distributing to mailboxes.

Required Qualifications

• 2 years of administrative experience.
• Education may substitute for experience on a year for year basis.
• Experience with scheduling and maintaining calendars.
• Experience with Microsoft Office programs.

Preferred Qualifications

• Education: High School Diploma or equivalent
• Work Experience: Administrative experience in an academic medical center.

Comprehensive Benefits Package

Coverage begins on day one for health, dental, and vision insurance and includes health expense accounts with generous employer contributions if the employee participates in a qualifying health plan.

Employer-paid life insurance, long-term disability insurance, and various additional voluntary insurance plans are available.

Paid time off, including vacation and sick, begins accruing upon hire, plus ten paid holidays. One paid discretionary day is available after six months of employment, and paid time off for bereavement, jury duty, military service, and parental leave is available after 12 months of employment.

A retirement program with a generous employer contribution and additional voluntary retirement programs (457 or 403b) are available.