"Administrative Assistant"

Overview

Reporting to the Associate Dean and Director of the Office of Collaborative Excellence and Student Engagement (OCESE) the Administrative Assistant will be responsible for:

• Managing their calendars and provide administrative support to the operations of the office. This includes answering phones, greeting students/visitors, making copies, filing, editing and composing surveys, creation of simple data bases, and other ad hoc administrative requests.
• Proactively forecasting and articulating in a timely manner to the Director the needs of the office to save costs for events and initiatives.
• Assisting in the planning of all OCESE in-person and on-line conferences, events, pathway programs, community outreach, recruitment activities, and medical students initiatives. This will include but not limited to: summer programs, recruitment fairs, PATHS, First Look Weekend, Second Look Weekend, YSEMA.
• Scheduling and coordinating logistical needs for online and in-person meetings/events. This will include but is not limited to: developing and assembling meeting materials, packing and mailing information, booking rooms, sending reminders, catering, and initiating facility requests.
• Providing administrative support to the 11 Student Affinity Groups (attending monthly meetings, and sending and responding to email communications).
• Reviewing, preparing and processing all receipts, check requests, invoices for payment or reimbursement and other business documents. Seek price quotes and identify materials for purchase.
• Completing and reconciling travel arrangements for the office as well as students traveling to events on and off campus.
• Flexibility in work hours to include occasional nights and weekends for events.

Required Skills and Abilities

1. Exceptional organizational skills with the ability to handle competing priorities. Prior experience in a demonstrated Administrative support role.
2. Proven ability to achieve high quality work outcomes, meet deadlines and effectively solve problems independently as well as part of a team. Ability to regularly exercise good judgement and initiatives. Ability to be resourceful and proactive.
3. Proven experience with Microsoft Office Suite (Word, Excel, PowerPoint, etc.), Qualtrics and graphic design platform.
4. Excellent grammar, spelling and written communication skills.
5. Excellent interpersonal skills and attention to detail.

Preferred Skills and Abilities

1. Bachelor’s degree.
2. Proven experience managing calendar, scheduling meetings and travel and handling expense reimbursements in an administrative position.
3. Proven experience updating websites and working with social media platforms in a professional role.

Principal Responsibilities

1. Serves as source of information to students, staff, faculty, and clients on policies, procedures, and office activities. 2. Greets visitors. Answers and screens telephone calls. Assesses natures of business. Provides assistance or refers to appropriate individual. Schedules and coordinates meetings and appointments. 3. Receives and schedules client referrals. Resolves scheduling conflicts. Formats, keyboards, edits and proofreads correspondence, grants, manuscripts, reports, and other material. Assembles attachments and corresponding material. 4. Reviews outgoing material for completeness, attachments, dates, and signatures. Composes general correspondence and written material. 5. Gathers, compiles and records data. Creates reports and summarizes findings. Assembles and compiles material for grant, contract, and budget preparation. 6. Monitors expenditures and reconciles financial statements. Coordinates travel arrangements. Establishes and maintains filing systems. Sorts screens and distributes mail. Completes forms. 7. Orders and maintains inventory of supplies. Photocopies material. Oversees and instructs support staff. Performs additional functions incidental to office activities. 8. May perform other duties as assigned.

Required Education and Experience

Four years of related work experience, two of them in the same job family at the next lower level, and a high school level education; or two years of related work experience and an Associate's degree; or an equivalent combination of experience and education.