Administrative Specialist

About the role

The Section of Pulmonary and Critical Care Medicine has been a model of exemplary patient care, research, and post-doctoral training for more than 20 years. The 31 faculty, clinical associates and research associates along with a staff of more than 72, have devoted themselves to the pursuit of excellence in each of these important activities.

Responsibilities

• Provide administrative support to multiple faculty members and clinical associates within the department.
• May process reimbursements/payments for faculty, clinical associates, staff and students.
• Maintain calendars for multiple faculty members and clinical associates/conference room schedules.
• Cook up meetings within the Section – food orders, room set up.
• Aid in the preparation of presentations, reports and correspondence.
• May coordinate travel arrangements and itineraries.
• Aid in organizing ad hoc and regular Section events.
• May assist with seminar series speakers, including coordinating visits of speakers and others to the Section.
• Prepare itineraries, assist visitors with travel arrangements, process travel reimbursements.
• Aid in maintaining the Section website and email distribution lists.
• Provide coverage for other administrative staff as needed.
• Check and distribute mail.
• Triage emails and telephone calls for action in particular as related to Ingalls Memorial Hospital clinic and inpatient services.
• Resolve mostly routine and some complex inquiries.
• Coordinate special projects as directed by the leader.
• Prepare write-ups for recommendations for operational and administrative problems.
• Manage a portion of the leader's budget, monitoring and reconciling accounts.
• Prepare financial and/or administrative reports.
• Prepare special reports and summaries, assists in managing daily operation of the office, and may assist in developing administrative goals and policies.
• Manage the leader's calendar.
• Perform other related work as needed.

Education

• Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree).

Work Experience

• Minimum requirements include knowledge and skills developed through 5-7 years of work experience in a related job discipline.

Preferred Qualifications

• Education: Associate’s degree in Business Administration or related field.
• Experience: Previous Administrative Assistant experience – meeting planning/set up, reimbursement processing, maintaining calendars, travel arrangements and itineraries.
• Familiarity with Oracle and GEMS or similar reimbursement/payment systems.
• Familiarity with central administration within a complex academic medical center environment.
• Experience with other software applications (e.g., Outlook, Adobe Acrobat, PowerPoint, and Photoshop or the equivalent).