"Sr. Administrative Associate Program for Language Equity and Khan Lab"

Department Summary:

The Program for Language Equity and the Khan Lab, led by Dr. Alisa Khan, MD, MPH within the Division of General Pediatrics, is seeking an enthusiastic and hardworking Administrative Associate. This role will primarily focus on scheduling appointments and meetings, managing calendars, and handling various administrative tasks to ensure smooth operations within the program and the lab. Key responsibilities will include submitting and processing invoices, arranging travel details and bookings, and preparing for events. Program for Language Equity and Khan Lab.

Key Responsibilities:

1. Schedule appointments and meetings and maintain the supervisor's personal calendar. Reserve meeting locations, order needed supplies and services, and prepare the agenda and other materials. Prepare travel arrangements, including airline reservations and hotel accommodations, as necessary.
2. Plan, prepare, and organize logistics and administrative requirements for seminars, conferences, and other special programs or events. Obtain and organize planning information, prepare or order publicity materials and advertisements, reserve event location(s), and secure necessary supplies, equipment, and services. Prepare program syllabus/schedules, collect and organize teaching materials, receive and record registration forms and fees, and monitor expenses.
3. Lead and direct the provision of secretarial, clerical, and administrative support services. Plan work schedules to ensure adequate coverage for critical administrative/clerical functions. Monitor and ensure work is performed in conformance with established hospital and departmental policies and procedures.
4. Oversee the input of information into computer databases and spreadsheets, monitor data validity, and compile, print, and distribute periodic reports and other information as needed. Evaluate, recommend, and implement changes or upgrades in systems as appropriate.
5. Organize and maintain daily administrative operations of the department. Prepare periodic reports and documents to comply with hospital, governmental, regulatory, and/or funding agency requirements.
6. Transcribe and type from recorded dictation, shorthand, or rough draft correspondence, reports, manuscripts, charts, and other materials for clinical, administrative, or research purposes, including highly complex and/or confidential financial/business documents. Proofread and edit materials for accuracy, consistency, and clarity. Receive and screen correspondence, composing and preparing responses on administrative matters as appropriate.

Minimum Qualifications

Education:

1. High School Diploma / GED

Experience:

1. Two years of related experience
2. Ability to communicate effectively both orally and in writing, and provide empathy in difficult interpersonal situations