This position is starting as a part-time, 20 hour/week position, with the opportunity to transition to a full-time, 40 hour/week position.
Reports to Business Manager – Integrative Medical Sciences. Execute administrative responsibilities that support the Business Manager, Course Coordinator and department.
Principal Functional Responsibilities
•Maintain departmental files (electronic and hard copy).
•Act as an information resource, resolve problems of routine nature and assist with administrative tasks in the Business Manager’s and administrative staff absences.
•Coordinates all aspects of the Departmental Seminar series, including making travel arrangements (flights, hotels, limo service, rental car) for invited speakers and other guests. Creates itinerary, reserves meeting rooms, arrange AV/technical support, purchases refreshments, sets up room, and assists seminar speaker as needed.
•Coordinates Departmental Work in Progress ( WIP ) meetings.
•Coordinates Department Chair’s laboratory meetings.
•Place order for departmental office supplies.
•Maintain department copiers and fax machines. Call for service and order supplies when needed.
•Enter work orders and key requests.
•Keep name directories current.
•Reserve rooms for other departmental faculty laboratory meetings.
•Sort and distribute departmental mail daily.
•Prepare UPS and Fed Ex shipment for department and laboratory personnel.
•Coordinate other special events and projects in the department.
•Performs other related duties as assigned.
Education/Degrees: Associate degree in secretarial science or administrative assistant or commensurate work experience.
Experience: Five years of administrative support experience, preferably in a higher education or medical education setting. Extensive experience with Microsoft Office suite.
Key Skills and Personal Characteristics
•Excellent mathematical and analytical aptitude.
•Ability to work independently, handle diverse situations and responsibilities. Able to prioritize duties and meet multiple and competing deadlines.
•Knowledge of medical terminology.
•Proficient with Microsoft Office Suite.
•Ability to learn other computer applications as required.
•Excellent written and oral communication skills.
•Excellent organizational skills.
•Strong interpersonal skills; ability to communicate effectively with all components of the University and external constituents