Administrative Assistant Senior underfill Administrative Assistant Intermediate

The Divisions of Pulmonary & Critical Care Medicine and Allergy & Immunology are seeking a highly qualified candidate to provide administrative support to their faculty. The ideal candidate must exercise initiative, judgment and discretion, independent decision making and able to prioritize work. The ability to work as part of a team is essential to the success of a person in this position.

• Provide complex calendar management in support of faculty; respond to frequent changes in schedules; screen the purpose of meeting requests; set priorities when there is a conflict; and provide faculty with background information needed for meetings
• Coordinate meetings and conferences, which may involve various locations, multiple departments or teleconference. Reserving conference rooms, managing AV, Zoom Meeting
• Procurement of subscriptions, membership renewals/dues, conference registrations, travel arrangements, books and other supplies using university-preferred vendors.
• Coordinate travel arrangements and itineraries for faculty and visiting speaker.
• Assist faculty with correspondence, maintain CV, biosketches and Other Support.
• Reconcile P-card statements
• Assist faculty in time away reporting: clinic closings, swaps and arrange coverage.
• Qgenda and Michart support
• Assistance with manuscripts, book chapters, reviews and other documents for faculty
• Perform other duties as assigned to support goals and objectives of the division.
• As part of the administrative team, participate in team meetings, assist team members, provide backup coverage for other administrative positions.
• Attend conferences and meetings to take minutes if required
• Assist with conference materials
• Other duties as assigned

Intermediate level

• HS diploma or equivalent combination education with 2-4 years administrative experience
• Outstanding organizational skills and attention to detail.
• Ability to prioritize and manage multiple tasks with competing deadlines and work effectively with frequent interruptions.
• Works well both independently and in collaboration with faculty and staff as a team member.
• Ability to adapt to different working styles and personalities.
• Outstanding verbal and written communication skills.
• Excellent computer skills including Microsoft Word, Excel, PowerPoint, Outlook and reference management software.
• Positive attitude and customer service oriented.

Senior Level

• Associate's degree or equivalent combination of education with 4 years administrative experience
• Outstanding organizational skills and attention to detail.
• Proven ability to prioritize and manage multiple tasks with competing deadlines and work effectively with frequent interruptions.
• Works well both independently and in collaboration with faculty and staff as a team member.
• Ability to adapt to different working styles and personalities.
• Outstanding verbal and written communication skills.
• Excellent computer skills including Microsoft Word, Excel, PowerPoint, Outlook and reference management software.
• Positive attitude and customer service oriented.

• Bachelor's degree or equivalent combination of education
• 4 years progressive administrative experience
• Administrative work experience in health care setting
• Ability to relate to varied audiences.
• Knowledge of university policies and procedures as well as university systems including Mpathways, Emburse, MiChart, MiCME and the Elements database.
• Knowledge of/experience with QGenda

This position is eligible for hybrid schedule at the discretion of the hiring department. Flexible work agreements are reviewed annually and are subject to change dependent on the business needs of the hiring department, throughout the course of employment.

This position may be underfilled at a lower classification depending on the qualifications of the selected candidate.