Sr. Administrative Assistant

Job Responsibilities

Reporting to the Manager of Urogynecology & Reconstructive Pelvic Surgery Division, Department of Obstetrics, Gynecology & Reproductive Sciences. Responsibilities include but are not limited to: OR scheduling, phone coverage, keeping calendars for faculty and fellows including scheduling meetings, travel arrangements, p-card transactions, reimbursements and invoices, supply ordering, cross-coverage with other staff members in Division as well as other OBGYN divisions (as needed), mail rotation with other support staff members.

Essential Duties

1. Oversees and coordinates administrative, program, and office activities. Establishes, selects, implements, and coordinates office procedures and systems. Serves as principal source of information to students, staff, and faculty on policies, procedures, programs, and office activities.
2. Oversees, instructs, and coordinates activities of support staff. Oversees the preparation of materials for grants, contracts and budgets. Monitors expenditures and reconciles financial statements.
3. Provides editorial support for a journal/publication. Proofreads and edits material for grammatical and factual accuracy. Tracks copy through various editing and production stages. Communicates with authors, printers, and others concerned with published work.
4. Determines administrative, facility, and equipment needs for symposia, lectures, seminars, and conferences. Assembles and arranges for necessary items. Determines sources of data. Compiles, synthesizes and manipulates data. Summarizes findings and writes reports or portions of reports.
5. Greets visitors. Answers and screens telephone calls. Assesses nature of business. Responds to requests for information and provides assistance. Screens and responds to mail.
6. Formats, keyboard, proofread, and edits correspondence, reports, manuscripts, grants, and other material. Assembles attachments and corresponding material. Reviews outgoing material for completeness, dates, and signatures. Composes substantive correspondence and written material.
7. Coordinates travel arrangements. Schedules and coordinates meetings and appointments. Orders and maintains inventory of supplies. Takes minutes or dictation. Performs additional functions incidental to office activities.

Requirements

Six years of related work experience, four of them in the same job family at the next lower level, and high school level education; or four years of related work experience and an Associate’s degree; or little or no work experience and a Bachelor’s degree in a related field; or an equivalent combination of experience and education.

Required Skill/Ability 1:

Excellent professional, organizational, oral and written communication skills.

Required Skill/Ability 2:

Excellent customer service skills in all interactions with patients, faculty, staff and individuals in and outside of the Division and the Department.

Required Skill/Ability 3:

Intermediate computer skills.

Required Skill/Ability 4:

Strong attention to detail and ability to multi-task on several competing activities.

Preferred Education, Experience and Skills:

Epic experience with knowledge of OR scheduling and patient look-up process. Experience in Women’s Services. Experience with cross covering multiple divisions. Intermediate skills with Word, Excel, and PowerPoint.

Salary

$55.3K – $70K Per year

Benefits

N/A