Sr. Administrative Assistant, Academic - Department of Pediatrics

About the Role

The Administrative Assistant Senior is responsible for performing a variety of administrative duties and managing complex projects and expenses that support clinical and operational initiatives within Departments/Divisions. Provides advanced administrative assistance to clinical and/or operational initiatives.

Key Responsibilities

• Manages calendars and coordinates meetings for leadership/faculty
• Develops itineraries for faculty recruitment visits; coordinates travel; arranges internal and external meetings to include venue selection, catering requirements, and all relative logistics
• Develops meeting materials, agendas, and meeting notes upon request
• Produces correspondence, reports, and presentations using Microsoft Office Suite applications
• Reconciles purchasing card, submits expense reports, purchase orders, and check requests
• Practices project management; work task breakdowns, prioritization, and scheduling
• Works with Division Leadership to streamline office workflows for maximum efficiency of work group or team
• May orient and coach other Administrative Professionals (AP) across the organization and/or lead committees specific to AP work
• Manages department lists and directories; creates and maintains departmental organization charts
• Leads medium to large scale projects and performs other duties inherent to a successful project
• Other job functions as assigned

Qualifications

• Bachelor's Degree preferred; minimum of 3+ years' in a comparable role preferred
• Hospital or physician office experience preferred
• Excellent written and verbal communication skills, self-motivated and professional
• Solid time management / problem solving skills with the ability to prioritize work to meet stringent deadlines
• Ability to work independently and complete tasks with accuracy and minimal direction
• Proficient in Microsoft Word, Excel and PowerPoint; advanced proficiency in Outlook required
• Ability to develop and sustain a professional relationship with staff and all levels of leadership
• Must display a high level of integrity and appropriately manage confidential information, meeting all compliance standards

Core Competencies

• Accountability: Acknowledges and assumes responsibility for one's actions within their role; exhibits willingness to report, explain, and be answerable; demonstrates a high level of care, accuracy and thoroughness; effectively and efficiently manages time, efforts, and workload; takes ownership of one's work
• Communication: Demonstrates good written, oral and listening skills; clearly conveys and receives information and ideas through a variety of media in a manner that engages the listener, helps them understand and retain the message, and invites response and feedback; keeps others informed as appropriate; readily shares information, knowledge and personal strengths with others
• Continuous Learning: Applies performance measures to everyday work, not just for the annual review; pursues training and development opportunities consistent with career objectives; participates in activities that improve own skills and capabilities; applies positive and negative lessons to improve personal effectiveness; masters new ideas with minimal oversight; incorporates new information and concepts quickly and automatically
• Professionalism: Creates and fosters collegial relationships to facilitate projects and/or common goals; presents self to colleagues and patients/internal customers in a manner appropriate for the workplace; remains positive, flexible and productive through changes, transitions, and difficult situations; adapts well to changes in assignments and priorities; modifies behavior or work to respond to new information, conditions or unexpected obstacles; dresses, speaks and interacts to represent one's self, department, and the hospital in a positive light
• Service: Determines the wants and needs of patient/internal customers and acts accordingly; responds in a manner that provides satisfaction for the patient/internal customer with the resources available; provides excellent customer service

Role-Based Competencies

• Accuracy and Attention to Detail
• Effective Communication
• Managing Multiple Priorities
• Office Administration
• Problem Solving
• Process Improvement

Pay

$21.00-$32.55 Hourly