Administrative Assistant III

Job Summary

The Department of Pediatrics is seeking an Administrative Assistant III to provide direct support to division chiefs and various programs within multiple divisions in the department. This position will be responsible for the coordination of complex daily clinical, academic, and administrative activities, as well as the coordination and organization of the division chiefs' communications, meeting arrangements, and travel logistics. The Administrative Assistant III will proactively identify and resolve organizational inefficiencies, streamline procedures, and devise effective strategies to facilitate the accomplishment of business objectives. Additionally, the incumbent will serve as a knowledgeable resource, providing guidance and assistance to the Medical Program Assistants within the divisions.

• This position may require some work to be performed in-person, onsite, at a designated campus work location. Some work may be performed remotely, at an offsite, non-campus work location.
• The work schedule is flexible and will be determined at the time of hire.

Key Job Responsibilities

• Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
• Prepares and audits complex records, edits documents, and reviews work done by others
• Serves as a primary point of contact for individuals and groups, provides organizational information via phone, in person, and through other communication mediums
• Develops, sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures
• Develops, implements, and maintains methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures