"Administrative Associate 3, General Surgery (Hybrid Opportunity)"

The Department of Surgery is leading the way in medical education, research, and healthcare innovation, spanning from benchtop research to international programs. We pride ourselves on providing exceptional patient care, delivering high-quality undergraduate and graduate education, and advancing the field of surgery through cutting-edge basic science and clinical research.

The Division of General Surgery is seeking a highly motivated and skilled Administrative Associate to provide comprehensive administrative and operational support, with limited supervision, to several of our research faculty members and their lab associates in our Section of Surgical Sciences. This fast-paced role requires accuracy, initiative, and flexibility. The ideal candidate will be proactive, resourceful, and comfortable working both independently and as part of a team. Strong problem-solving skills and organizational abilities are essential, as well as some basic knowledge of academic research. Adaptability and a strong sense of organization are key to meeting the demands of this dynamic academic setting.

We are the largest Division in the Department of Surgery, and our faculty are recognized as leaders in their respective fields. This is an exciting career opportunity, where you'll be joining a strong and highly collaborative admin team, contribute to a positive and productive work culture and play a vital role in making a difference in the field of Surgical Sciences Research.

Duties include:

• Act on behalf of the supervisor, department manager, or chair in regards to establishing priorities and identifying and resolving problems that are administrative in nature.
• Oversee and/or perform duties associated with scheduling, organizing, and operating complex conferences, seminars, and events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing event within budget.
• Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports; perform substantial editing and fact checking. Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites.
• Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
• Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies. May assist with capital or special equipment requests and/or vendor selection.
• Coordinate and monitor routine maintenance services completion. Plan and coordinate office moves and/or minor renovation projects.
• Back-up to other administrators in the Division, as needed.
• Assist with Division-wide events and projects, as needed.
• Assist with the appointment of Visiting Observers, Visiting Scholars, Visiting Student Researchers, as needed.

* - Other duties may also be assigned.

EDUCATION & EXPERIENCE (REQUIRED): High school diploma and four years of administrative experience, or combination of education and relevant experience.

KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED):

• Advanced computer skills and demonstrated experience with office software and email applications.
• Demonstrated success in following through and completing projects.
• Excellent organizational skills and attention to detail.
• Strong verbal and written communication skills.
• Excellent customer service and interpersonal skills.
• Ability to prioritize, multi-task, and assign work to others.
• Ability to take initiative and ownership of projects.
• Ability to routinely and independently exercise sound judgment in making decisions.