Administrative Assistants

Details

This position requires in-office attendance Monday through Friday. Hours may vary between 7am and 6pm–depending on the day’s events. Normal operating hours are Monday – Friday, 8am – 5pm.

The Administrative Assistant IV will provide administrative support to the Dean of the Spencer Fox Eccle School of Medicine and work with other administrative stuff to perform a variety of support duties to ensure office operations fun smoothly and efficiently within the Dean’s Office at the Spence Fox Eccle School of Medicine.

The Administrative Assistant will provide calendar support, schedule complex meetings, make travel arrangements, and provide general administrative support as needed for the Dean and the Dean’s Office team. In addition, this person will support the Dean’s Office by managing the front desk and related activities, manage large, complex meetings and support related activities like technology set up, catering, and generally help manage the office by monitoring and ordering supplies, and scheduling maintenance repairs.

This role is required to manage a wide range of tasks and projects with professionalism, discretion, and attention to detail.

Role Specific:

· Professionally manage daily phone calls and serve as the first point of contact for the Dean’s Office Suite, maintain a high level of etiquette and discretion.

· Support office leadership by keeping operations organized and team dynamics efficient, and by implementing and maintaining morning and closing procedures.

· Uphold strict confidentiality and professionalism for all Dean’s Office matters.

· Learn and utilize financial systems to submit P-Card reimbursements and employee ePRs in compliance with Dean’s Office Finance policies.

· In partnership with other Dean’s Office staff, manage weekly to semi-weekly orders for office supplies, including food and beverages.

· Provide administrative assistant to Dean’s Office leadership team, including scheduling appointments, coordinating meetings and conferences, and resolving staff/faculty inquiries by directing them appropriately.

· Organize and execute events for the Dean’s team in accordance with University policy.

· Resolve common tech issues with intermediate proficiency in computer and laptop troubleshooting.

· Coordinate bookings for conference rooms and other Dean’s Office spaces.

Address administrative issues and direct staff, faculty or students to appropriate resources.

Perform a variety of administrative support duties for an individual, group, or department to ensure office operations run smoothly and efficiently. Create and maintain files, compile reports, and manage, store, and disseminate information, ensuring security and compliance of information. Assist in planning department activities, manage meeting calendars, and make travel arrangements. Track expenses, monitor and order supplies, and schedule maintenance repairs. Remain knowledgeable of group / department policies. May make contacts of a sensitive, complex, and confidential nature. May work for one or several department professionals, division heads, officers, or managers. Highest-level support. Performs advanced tasks under minimal supervision. May mentor less-experienced team members.

Requires 5+ years of related experience.

This is a Highly Skilled Level position in the Support track.

Job Code: S22734

Grade: S18

EQUIVALENCY STATEMENT: 1 year of higher education can be substituted for 1 year of directly related work experience (Example: bachelor’s degree = 4 years of directly related work experience).

Administrative Assistants, IV: Requires 5+ years of related experience.