Administrative Assistant

Job Title

Hours: 9am – 5pm

Responsibilities:

Research, locate, and compile information for reports; assemble and categorize figures for computation and calculations; prepare statistical reports.

Prepare and monitor budgets and grant allocations; maintain accruals and prepare documents required to maintain balanced accounts for review and approval.

Maintain departmental employee files; ensure compliance with regulatory standards; initiate and follow through on human resources and payroll transactions; generate weekly payroll submissions; liaise with human resources and payroll to coordinate and resolve issues.

Assist in planning and logistical arrangements for forums, conferences, seminars, meetings, and visiting professorships; develop and coordinate informational packets for participants; transcribe and distribute minutes.

Investigate, evaluate, and resolve typical administrative or operational problems affecting the work unit.

Check materials submitted for supervisor's attention to ensure all relevant data, authorizations, and pertinent information are included.

Ensure adequate restock of supplies for the department; take inventory or examine merchandise to identify items to be reordered or replenished; requisition merchandise from suppliers and collaborate with Purchasing to secure the best pricing for equipment and supplies; track expiration of vendors' contracts and renew as needed.

Serve as a liaison with other departments or external parties as necessary to accomplish objectives or complete projects or assignments.

Participate in the completion of grant applications, special projects, and survey preparations.

Make travel arrangements and accommodations; prepare travel reimbursements and expense reports.

Screen and prioritize incoming mail for needed action and follow-up; respond to mail where appropriate or distribute mail requiring attention to appropriate individuals.

Screen telephone calls, answer inquiries, or direct callers to the appropriate individuals for further information and resolution.

Screen and schedule patient appointments, schedule referrals for special testing or doctor's visits, and keep records of patient billing for submission.

Perform other related duties.

Requirements:

Minimum 4 years of related administrative or business experience.

Proficiency in MS Office Suite at an intermediate level.

Preferred Skills:

Adaptability: Maintain effectiveness during major changes in responsibilities or environment; adjust effectively to new work structures, processes, requirements, or cultures.

Applies Learning: Assimilate and apply new job-related information in a timely manner.

Builds Customer Loyalty: Effectively meet customer needs; build productive customer relationships; take responsibility for customer satisfaction and loyalty.

Builds Strategic Work Relationships: Develop and use collaborative relationships to facilitate the accomplishment of work goals.

Communication: Clearly convey information and ideas through various media to individuals or groups in a manner that engages the audience and helps them understand and retain the message.

Contributes to Team Success: Actively participate as a member of a team to move the team toward the completion of goals.

Decision Making: Identify and understand issues, problems, and opportunities; compare data from different sources to draw conclusions; use effective approaches for choosing a course of action or developing appropriate solutions; take action consistent with available facts, constraints, and probable consequences.

Initiates Action: Take prompt action to accomplish objectives; take action to achieve goals beyond what is required; be proactive.

Manages Work (includes Time Management): Effectively manage one's time and resources to ensure that work is completed efficiently.

Quality Orientation: Accomplish tasks by considering all areas involved, no matter how small; show concern for all aspects of the job; accurately check processes and tasks; be watchful over a period of time.

Stress Tolerance: Maintain stable performance under pressure or opposition (such as time pressure or job ambiguity); handle stress in a manner that is acceptable to others and the organization.