Administrative Assistant - Senior - Facilities Services

The Administrative Assistant-Senior will provide high-level administrative support to the Chair or Senior Leader of the assigned department. This role involves overseeing complex administrative tasks, managing departmental operations, and serving as a key liaison between the department and other internal and external stakeholders.

Education and Experience Required: Degree (Associate or Bachelor) and three (3) years of customer service or administrative support experience.

Certifications, Licenses or Registration Required: N/A

Preferred Qualifications: Experience in administrative support services in an academic or healthcare environment.

Knowledge, Skills, and Abilities:

Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Exceptional organizational and time-management skills. Strong written and verbal communication skills. Ability to handle confidential information with the utmost discretion. Detail-oriented with the ability to manage multiple priorities effectively. Familiarity with basic medical terminology and academic processes. Leadership and supervisory skills.

Responsibilities:

• Leadership Support: Provide comprehensive administrative support to a Chair or Senior Leader, including managing complex calendars, scheduling high-level meetings, and coordinating travel arrangements. Act as a liaison between the Chair/Senior Leader and internal/external stakeholders.
• Office Management: Oversee the daily operations of the department, ensuring a well-organized and efficient office environment. Supervise and mentor junior administrative staff, delegating tasks and providing guidance as needed.
• Strategic Communication: Handle high-level communications, including drafting and reviewing correspondence, reports, and presentations. Serve as the primary point of contact for the Chair or Senior Leader, managing sensitive information with discretion.
• Project Leadership: Lead and coordinate special projects and initiatives, ensuring timely completion and alignment with departmental and organizational goals. Develop project plans, allocate resources, and monitor progress.
• Event Coordination: Plan and execute departmental events, conferences, and seminars, including logistics, budgeting, and communication with participants. Ensure events align with strategic objectives and enhance the department's reputation.
• Financial Management: Manage tasks associated with budget preparation, financial reporting, and expense management. Approve invoices and purchase orders, and provide financial analysis to support decision-making.
• Data Management and Analysis: Maintain and analyze departmental data, generating detailed reports and providing insights to support strategic decision-making. Implement data management best practices.
• Policy Implementation and Development: Ensure compliance with institutional policies and procedures. Assist in developing and implementing departmental policies, and provide training to staff on policy changes.
• Continuous Improvement: Identify opportunities for process improvements and implement changes to enhance efficiency and effectiveness within the department.
• The duties listed are general in nature and are examples of the duties and responsibilities performed and are not meant to be construed as exclusive or all-inclusive. Management retains the right to add or change duties at any time.

Requires occasional working hours significantly beyond regularly scheduled hours, occasional activities subject to significant volume changes of a seasonal/clinical nature, occasional bending, occasional lifting and carrying up to 25 pounds, occasional crouching/stooping, occasional driving, occasional kneeling, occasional reaching, constant sitting, frequent standing, occasional twisting, and frequent walking.

Time Type: Full time

FLSA Designation/Job Exempt: No

Pay Class: Hourly

FTE %: 100

Work Shift: Day

Benefits Eligibility: Grant Funded: No

Job Posting Date: 03/6/2026

Job Closing Date (open until filled if no date specified):