Senior Administrative Assistant

Overview

The Senior Administrative Assistant provides essential administrative support to assigned faculty in the department of Dermatology, ensuring smooth operations and efficient workflow.

Responsibilities

• Maintains complex calendars, coordinates travel, organizes events, manages financial transactions, and supports faculty and staff with administrative tasks.
• Interacts effectively with internal and external stakeholders, handling sensitive information with discretion and maintaining a professional demeanor.
• Oversees and coordinates administrative, program, and office activities.
• Serves as the principal source of information to students, staff, and faculty on policies, procedures, programs, and office activities.
• Provides editorial support for a journal/publication, proofreading and editing material for grammatical and factual accuracy, tracking copy through various editing and production stages, and communicating with authors, printers, and others concerned with published work.
• Determines administrative, facility, and equipment needs for symposia, lectures, seminars, and conferences, assembling and arranging for necessary items, determining sources of data, compiling, synthesizing, and manipulating data, summarizing findings, and writing reports or portions of reports.
• Greets visitors, answers and screens telephone calls, assesses nature of business, responds to requests for information and provides assistance, screens and responds to mail.
• Formats, keys, proofreads, and edits correspondence, reports, manuscripts, grants, and other material, assembling attachments and corresponding material, reviewing outgoing material for completeness, dates, and signatures, composing substantive correspondence and written material.
• Covers travel arrangements, schedules and coordinates meetings and appointments, orders and maintains inventory of supplies, takes minutes or dictation.
• Performs additional functions incidental to office activities.

Required Skills And Abilities

• Administrative Proficiency: Demonstrated experience in handling administrative tasks such as scheduling, expense processing, and report preparation.
• Communication Skills: Excellent verbal and written communication skills, including proficiency in Microsoft Office (Word, Excel, Outlook).
• Organizational Skills: Proven ability to manage multiple tasks, prioritize effectively, and meet deadlines in a fast-paced environment.
• Customer Service: Strong interpersonal skills with the ability to provide exceptional customer service and interact professionally with diverse groups.
• Confidentiality and Judgment: Ability to handle sensitive information with discretion and exercise sound independent judgment.

Preferred Skills And Abilities

• Advanced Technology Skills: Familiarity with systems such as Workday, and Outlook.
• Event Planning: Experience in organizing and coordinating events, including logistics, catering, and travel arrangements.
• Higher Education Experience: Prior experience working in an academic or medical environment, supporting faculty or research staff.
• Financial Management: Proven ability to manage financial transactions, including expense reimbursements and budgeting.

Required Education And Experience

• Six years of related work experience, four of them in the same job family at the next lower level, and high school level education; or four years of related work experience and an Associate's degree; or little or no work experience and a Bachelor's degree in a related field; or an equivalent combination of experience and education.