Admin Assistant Sr

Licensure, Certification, or Registration Requirements for Hire: N/A

Licensure, Certification, or Registration Requirements for continued employment: N/A

Experience REQUIRED:
Minimum of three (3) years of previous secretarial/administrative work experience in an office setting
Previous experience with Microsoft Office applications and e-mail/calendaring

Experience PREFERRED:
Four (4) years of previous secretarial/administrative work experience in an office setting
Previous experience in a health care setting

Education/training REQUIRED:
High School Diploma or equivalent

Education/training PREFERRED:
Associate Degree in Business, Accounting or related field from an accredited program

Independent action(s) required:
Performs assigned administrative/secretarial functions with minimal supervision and guidance.

Supervisory responsibilities (if applicable): N/A

Additional position requirements: N/A

Age Specific groups served: N/A

Physical Requirements (includes use of assistance devices as appropriate):
Physical - Lifting 20-50 lbs.
Activities: Prolonged standing, Prolonged sitting, Frequent bending, Walking (distance), Climbing (steps, ladder, other), Repetitive motion
Mental/Sensory: Strong recall, Reasoning, Problem solving, Hearing, Speak clearly, Write legibly, Reading, Logical thinking
Emotional: Fast pace environment, Steady pace, Able to handle multiple priorities, Frequent and intense customer interactions, Noisy environment, Able to adapt to frequent change

Position Summary:
The Administrative Assistant Sr. provides high-level administrative support to the Associate Chairs of the Department of Internal Medicine. This role is essential in managing complex calendars, coordinating department-wide communications and events, supporting travel and purchasing processes, and maintaining organized systems for documentation and records. The ideal candidate is detail-oriented, proactive, and comfortable working in a fast-paced academic medical environment.

Key Responsibilities:

Administrative Support to Associate Chairs

• Manage calendars for multiple Associate Chairs, including scheduling meetings, reserving locations, preparing agendas, sending notifications, and tracking deadlines.
• Record and transcribe meeting minutes.
• Draft and distribute mass communications to DOIM faculty and staff.
• Prepare professional presentations, including spreadsheets, charts, and graphics.
• Compile documentation for grants, awards, and special projects.

Records & Systems Management

• Maintain and organize online record systems (e.g., T-drive, listservs).
• Create and manage REDCap surveys for departmental use.

Event Coordination

• Plan and coordinate department-wide events, including reserving venues, creating invitations, and preparing agendas or itineraries.

Travel & Purchasing

• Manage travel logistics: submit travel authorizations, complete registrations, book transportation, and process reimbursements.
• Utilize P-card for purchasing event and travel-related items; reconcile expenses in Workday.

Departmental Support

• Take minutes at bi-monthly Department Chair's meetings.
• Provide general office support: greet guests, answer phones, and manage incoming mail and faxes.
• Serve as back-up support for the Sr. Administrative Coordinator (Department Chair's assistant).

Qualifications:

• Proven experience in administrative support, preferably in a healthcare or academic setting.
• Strong organizational and communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with REDCap, Workday, and other institutional systems.
• Ability to manage multiple priorities with attention to detail and discretion.

EEO Employer/Disabled/Protected Veteran/41 CFR 60-1.4.