Administrative Assistant 3

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Job Title:

Administrative Assistant 3

Department:

Medicine | IM Cardiovascular Medicine

Functions as Administrative Assistant who coordinates and monitor daily administrative activities & services in the Division of Cardiovascular Medicine within the Department of Internal Medicine; coordinates and oversees daily business functions including financial, human resources, outreach & marketing, and facilities & space, in collaboration with Administrative Manager; assists with identifying and resolving operational concerns and ensures appropriate actions are taken to meet division and departmental goals, guidelines & deadlines; reviews, screens and triages correspondence, inquiries and concerns to appropriate individual to further investigate and resolve; independently responds to routine correspondence; assists with recruiting, hiring, and training support staff; coordinates performance management activities; works with Administrative Manager to plan, assign and monitor individual workloads of administrative support and professional services staff, as well as students; monitors and ensures staffing levels are appropriate & makes recommendations for changes in staffing; conveys directives from division leadership; coordinates appointment calendars of assigned administrator or faculty leaders; coordinates and organizes logistics for meetings, conferences, workshops and other special events; prepares and distributes agendas; records, transcribes and distributes meeting minutes; coordinates and makes travel and lodging arrangements; collects, prepares and processes requests for reimbursement of expenses; researches, collects and compiles information as requested to develop complex division reports; aids division leadership in strategic planning process, and for decision making purposes; serves as division’s travel, purchasing and Human Resources Action (Workday) initiator; serves as liaison with university offices, faculty, staff and outside agencies.

Minimum Education and Skills/Experience Required/Desired

Per CCS Specifications; six months experience (600 hours course work or training) in customer service or communications, including researching, analyzing & interpreting information; three months experience (300 hours course work) in budgeting; six months experience (600 hours training) in operation of spreadsheet, publication, and/or presentation software and related computer equipment; three months experience (300 hours course work) in supervision management; three months experience (300 hours course work) in interviewing. Requires successful completion of a background check.  Selected candidate may be requested to complete a pre-employment physical including a drug screen.

Additional Information:

Location:

Davis Heart and Lung Research Institute (0113)

Position Type:

Regular

Scheduled Hours:

40

Shift:

First Shift

Final candidates are subject to successful completion of a background check.  A drug screen or physical may be required during the post offer process.

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