Senior Administrative Assistant - Faculty Affairs

Overview

This position reports directly to the Manager of Administrative Affairs. The primary responsibility of this position is to provide a high level of administrative support for all aspects of Faculty and Postdoctoral Affairs in the Department of Pathology to include recruitment, appointments & promotions, coordinating faculty and scholar onboarding, maintaining departmental files to ensure appropriate documentation is provided and all requirements are met, serve as the main source of information for regulations and requirements related to visa processing, and credentialing. This involves the overall ownership of each of these faculty affairs processes for the Department. This position handles highly sensitive and confidential information and matters requiring ongoing interaction with the faculty, Chair, Deputy Dean, and various other high-level University officials. In addition, the incumbent will participate and lead key strategic initiatives to implement new processes and systems to streamline operations, eliminate duplications, and improve efficiencies in these areas. May perform other duties as assigned by manager.

Required Skills and Abilities

1. Proven proficiency in Microsoft Outlook, Word, and Excel. Demonstrated ability and willingness to learn new systems, processes, and technology. Willingness to find ways to streamline and make efficiencies to processes.
2. Excellent written and verbal communication skills. Strong interpersonal skills and comfort working with both internal and external stakeholders, creating collaborative relationships. Ability to represent the department in a professional and positive manner both inside and outside of the university.
3. Demonstrated excellence in organizational, prioritization of work and duties. Excellent time management skills and demonstrated ability to follow up and provide updates. Acute attention to detail. Well-developed multi-tasking skills with the ability to handle multiple projects, with conflicting deadlines with a high degree of accuracy.
4. Ability to troubleshoot various matters and meet deadlines with a calm and professional demeanor. Ability to handle sensitive and confidential subject matter with discretion. Proven track record of being a self-starter, self-initiated, and self-motivated in a fast-paced environment with competing priorities. Open to feedback and willingness to step in where needed.
5. Demonstrated ability in an administrative support position. Demonstrated excellent attendance record and reliability.

Preferred Skills and Abilities

Prior experience in an academic setting. Experience with Workday, Interfolio, Salesforce, SharePoint preferred but not required.

Principal Responsibilities

1. Oversees and coordinates administrative, program, and office activities. Establishes, selects, implements, and coordinates office procedures and systems.  Serves as principal source of information to students, staff, and faculty on policies, procedures, programs, and office activities.  
2. Oversees, instructs, and coordinates activities of support staff.  Oversees the preparation of materials for grants, contracts and budgets. Monitors expenditures and reconciles financial statements.  
3. Provides editorial support for a journal/publication.  Proofreads and edits material for grammatical and factual accuracy. Tracks copy through various editing and production stages. Communicates with authors, printers, and others concerned with published work.  
4. Determines administrative, facility, and equipment needs for symposia, lectures, seminars, and conferences.  Assembles and arranges for necessary items.  Determines sources of data. Compiles, synthesizes and manipulates data. Summarizes findings and writes reports or portions of reports.  
5. GREets visitors. Answers and screens telephone calls. Assesses nature of business. Responds to requests for information and provides assistance.  Screens and responds to mail.  
6. Formats, keyboard, proofread, and edits correspondence, reports, manuscripts, grants, and other material. Assembles attachments and corresponding material. Reviews outgoing material for completeness, dates, and signatures.  Composes substantive correspondence and written material.  
7. Coordinates travel arrangements.  Schedules and coordinates meetings and appointments.  Orders and maintains inventory of supplies.  Takes minutes or dictation.  Performs additional functions incidental to office activities. 

Required Education and Experience

Six years of related work experience, four of them in the same job family at the next lower level, and high school level education; or four years of related work experience and an Associate's degree; or little or no work experience and a Bachelor's degree in a related field; or an equivalent combination of experience and education.