Administrative Assistant

Administrative Assistant

Duration: 6 months

Job Summary:

Under general supervision, the Administrative Assistant provides a wide range of administrative support to a department leader, clinical leader, and/or group of professionals. Major responsibilities include but are not limited to ordering office supplies and equipment, handling expenses and paperwork, document preparation, scheduling, assisting with visitors, and participating in departmental projects. In addition, the Administrative Assistant is responsible for resolving basic problems and questions that relate to the department or division and identifying a course of action for the complex ones. The Administrative Assistant is responsible for ensuring that all administrative tasks are completed in a manner that ensures the efficient operation of the department.

Job Responsibilities:

• Performs administrative activities to maintain the smooth operation of the office.
• Manage complex calendars of department leader and department staff, using independent judgment based on knowledge of priorities and resources.
• Resolves both routine and complex inquiries and fulfills requests using in-depth knowledge of department and organization policies and procedures.
• Screens telephone calls and provides assistance to visitors.
• Identifies appropriate vehicles for providing access to department information.
• Opens, reads and prioritize mail for department leader and departmental staff.
• Independently drafts emails or correspondence to routine written or oral inquiries.
• Completes and submits travel authorizations, travel expense vouchers, check requests, and purchase requisitions; attaches all needed receipts and invoices for submission; follows up for timely processing; verifies calculations; notifies staff of discrepancies.
• Ensures accuracy of information, makes adjustments as needed, and completes within established timeframes.
• Arranges for appropriate meeting space and set up given meeting/seminar requirements (e.g., food ordering, technology devices, etc).
• Uses knowledge of accommodation and structure of rooms to provide viable set up or propose alternatives; discusses audiovisual equipment needed with requester and Conference Planning and orders as necessary.
• Prepares/produces documents including memos, reports, presentations, and manuals as requested.
• Proofreads all documents; ensures proper use of terminology, spelling, grammar, and consistency of information.
• Prepares and distributes agendas, minutes, announcements, manuals and related materials for various departmental activities.

Required Skills & Experience:

• Intermediate Microsoft Office Software and any relevant office applications used in department.
• Demonstrated written communication skills.
• Strong verbal communication and listening skills.
• Effective interpersonal skills.
• Ability to simultaneously handle multiple priorities.
• Demonstrates a high level of accuracy, even under pressure.