Administrative Assistant Senior

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 & Experience

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 & Abilities

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.