Senior Administrative Specialist - Department of Pharmacy and Pharmaceutical Sciences

This position is not a remote position but does allow for an occasional remote workday.

The Department of Pharmacy and Pharmaceutical Sciences is looking for a Senior Administrative Specialist to join our Admin Team. The Senior Administrative Specialist will report to the Administrative Director and provide administrative support for assigned Faculty and Staff. This position requires attention to detail, outstanding communication skills and the proficient use of various software technologies including Microsoft Office and Workday. The successful candidate will possess outstanding analytical skills, a positive attitude and the desire to support the mission of the department and of St. Jude, as well as the ability to work in a high-traffic area with many distractions. Typical duties include managing calendars, scheduling meetings, coordinating domestic and international travel including reimbursements, invoice processing, hosting departmental guests and manuscript submission.

The Senior Administrative Specialist works under minimal supervision, but in accordance with established policies and procedures. A great administrative team member anticipates, initiates, coordinates and follows up on administrative activities and other special projects and possesses the ability to handle sensitive situations in a mature and confidential manner. Candidates that excel in this role have a background in academic research or healthcare administrative support and are able to anticipate and proactively contribute to the success of the department while exemplifying St. Jude Values.

Job Responsibilities:  

• Act as receptionist for Division of Pharmaceutical Services.
• Support faculty member(s) and/or leader(s).
• Manage calendars.
• Coordinate meetings and interviews.
• Respond to information requests in a timely manner.
• Process reimbursements.
• Process invoices.
• Coordinate on-call schedules using AMiON.
• Coordinate team domestic and international travel and reimbursements.
• Develop and coordinate travel and itineraries of department guests, as well as host their visit.
• Format and edit documents including CV’s.
• Assist with manuscript submissions.
• Order supplies.
• Anticipate departmental needs and act upon them.  
• Manage special projects.
• Maintain regular and predictable attendance.
• Perform other duties as assigned to meet the goals and objectives of the department and institution.

Minimum Education and/or Training:

• High school diploma/GED required.
• Bachelor's degree preferred.

Minimum Experience:

• Minimum Requirement: 4+ years of experience in administration or related areas.
• Experience Exception: Bachelor's degree with no experience required.
• Some experience with activities involving planning, organizing and coordinating is important.
• Experience with tasks that involve managing routine or repetitive activities, high attention to detail and clear communication are critical.
• Demonstrated experience working with office technologies including Microsoft Office (Word/ Excel/ Power point etc.) and Workday.
• Prior experience working in an academic or clinical setting and with manuscripts is preferred.

Compensation

In recognition of certain U.S. state and municipal pay transparency laws, St. Jude is including a reasonable estimate of the compensation range for this role. This is an estimate offered in good faith and a specific salary offer takes into account factors that are considered in making compensation decisions including but not limited to skill sets, experience and training, licensure and certifications, and other business and organizational needs. It is not typical for an individual to be hired at or near the top of the salary range and compensation decisions are dependent on the facts and circumstances of each case. A reasonable estimate of the current salary range is $22.00 - $38.50 per hour for the role of Senior Administrative Specialist - Department of Pharmacy and Pharmaceutical Sciences.

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Diversity, Equity and Inclusion

St. Jude Children’s Research Hospital has a diverse, global patient population and workforce, built on the principles of diversity, equity and inclusion.