Administrative Assistant III - Cardiology

Position Summary

Responsible for providing administrative assistance to the Director, Global Health Center (GHC). Activities include scheduling meetings, preparing confidential reports and correspondence, taking and distributing meeting notes, coordinating research-related activities between GHC faculty/staff and partners around the world. Provide administrative support and coordination for all GHC programs, including research-related activities, conferences, workshops and other activities as needed.

Job Description

Primary Duties & Responsibilities:

• Coordinate all activities related to Director, GHC research grants.
• Schedule meetings, prepare confidential reports and manage GHC files.
• Prepare travel itineraries and meeting agendas, assist with travel arrangements (i.e., flights, hotel reservations, etc).
• Prepare and submit financial travel reports for reimbursement.
• Attend GHC meetings with global partners, take notes, transcribe and distribute notes to attendees as requested; write summaries and reports of meetings.
• Assist preparing contracts, presentations and legal documents.
• Create and prepare PowerPoint, reports, Excel financial worksheets.
• Plan, coordinate and manage events and programming for the Global Health center.
• Receive and screen telephone calls and take accurate messages.
• Respond to and resolves administrative problems, tasks, questions and inquiries on behalf of the Global Health Center.
• Maintain administrative files for the department. Assist with special ongoing at the request of supervisor or as they arise.

ADMINISTRATIVE ASSISTANCE TO THE GLOBAL HEALTH CENTER

• Coordinate the Global Health Center/IPH Summer Research Program. Organize and maintain applicant files, respond to applicants and mentors, coordinate applicant evaluation process, manage applicant database, update alumni database, assist with onboarding process of selected participants, makes/coordinates travel for international projects, coordinate site visits and social events, assist in conducting program evaluations, prepare materials for use in the program.
• Assist with the organization of the various Global Health Center activities, conferences and lectures, including but not limited to the following: Annual Global Health and Infectious Disease Conference; Global Health Work in Progress; Seminars and other activities.
• Assist with development of the Global Health Center newsletter
• Coordinate professional activities with GHC faculty and administrative personnel
• Perform other duties as assigned

Working Conditions:

Job Location/Working Conditions
* Normal office environment
* Ability to travel to various on- and off-campus locations

Physical Effort
* Typically working at desk or table
* Repetitive wrist, hand or finger movement
* Occasional lifting (25 lbs or less)

Equipment
* Office equipment

Required Qualifications

Education:
High school diploma or equivalent high school certification or combination of education and/or experience.

Certifications/Professional Licenses:
No specific certification/professional license is required for this position.

Work Experience:
Relevant Experience (3 Years)

Preferred Qualifications

Skills:
Adaptability, Computer Literacy, Confidentiality, Financial Systems, Human Resources (HR) Software Systems, Independent Decision-Making, Interpersonal Communication, Learning Quickly, Microsoft Excel, Microsoft PowerPoint, Microsoft Word, Online Meeting Software, Organizing, Problem Solving, Professional Etiquette, Sound Judgment, Stress Management, Student Information Systems, Teamwork, Working Independently, Workload Prioritization

Grade

G08-H

Salary Range

$21.17 - $32.85 / Hourly