Sr. Administrative Associate - Pulmonary Medicine

Position Summary

Assists Associate Chief and Clinical Research Director in managing daily administrative operations within Pulmonary Medicine. Leads and performs administrative functions requiring in-depth knowledge of departmental programs and services. Organizes and leads provision of secretarial and administrative support services.

Key Responsibilities

• Schedule appointments and meetings and maintain Associate Chief and Clinical Research Director's personal calendar. Reserve meeting locations, order needed supplies and services, and prepare agendas and other materials.
• Prepare travel arrangements, including airline reservations and hotel accommodations, as necessary.
• Monitor and maintain department recordkeeping systems, including highly sensitive and/or critical administrative and financial data.
• Monitor and reconcile budget reports and department expenses, researching and resolving errors or discrepancies.
• Oversee the input of information into computer databases and spreadsheets, monitor data validity, and compile, print, and distribute periodic reports and other information as needed.
• Collect, organize, and prepare information, documents, and other materials required for the preparation of complex reports and documents for administrative, financial, clinical, and/or research purposes.
• Collect and compile data from diverse sources, perform calculations, create computer spreadsheets, graphs, and charts, and prepare analyses for supervisor review.
• Plan, prepare, and organize the logistic and administrative requirements for seminars, conferences, and other special programs or events. Obtain and organize planning information, prepare or order publicity materials and advertisements, reserve event location(s), and secure necessary supplies, equipment, and services.
• Prepare program syllabi/schedules, collect and organize teaching materials, receive and record registration forms and fees, and monitor expenses.
• Monitor and maintain department supply inventory and computer equipment. Serve as a liaison to support service departments to request and coordinate the provision of needed services.
• Transcribe and type from recorded dictation, shorthand, or rough draft correspondence, reports, manuscripts, charts, and other materials for clinical, administrative, or research purposes, including highly complex and/or confidential financial/business documents.
• Proofread and edit materials for accuracy, consistency, and clarity.
• Receive and screen correspondence, composing and preparing responses on administrative matters as appropriate.

Minimum Qualifications

• High School Diploma / GED
• Two (2) years of related experience
• Analytical skills to resolve problems that require the use of basic scientific, mathematical, or technical principles.
• Ability to communicate effectively both orally and in writing, and provide empathy in difficult interpersonal situations.

Benefits

• Flexible schedules
• Affordable health, vision and dental insurance
• Child care and student loan subsidies
• Generous levels of time off
• 403(b) Retirement Savings plan
• Pension
• Tuition and certain License and Certification Reimbursement
• Cell phone plan discounts
• Discounted rates on T-passes