Administrative Specialist (Senior or I)

The Administrative Specialist (Senior or I) provides administrative support in the Information Services department at St. Jude Children's Research Hospital for tasks including office management, vendor coordination, report and document preparation, departmental visitation and recruitment, faculty support, and communication/telephone calls.

Senior Administrative Specialist Job Responsibilities:

• Provide day to day administrative support like responding to calls, managing/tracking office supplies, document formatting & editing, mails, tracking and maintaining vendor contracts, scheduling meetings etc., independently.
• Coordinate with external vendors to support event organization for own team/department.
• Manage standard communication with internal/ external members on routine matters.
• Create standard reports related to budget and variance, expenses etc., ensure documentation and data management while protecting confidentiality where needed.
• Support a faculty member or leader(s) with activities related to scheduling, communication, managing lab set up, grants etc. as appropriate within own scope of work.
• Support in recruitment process by developing & coordinating itineraries for departmental visitors or new recruits.
• Perform other duties as assigned to meet the goals and objectives of the department and institution.
• Maintains regular and predictable attendance.

Senior Administrative Specialist Minimum Education and/or Training:

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

Senior Administrative Specialist Minimum Experience:

• Minimum Requirement: 4+ years experience in administration or related areas.
• Experience Exception: Bachelor's degree with no experience required.
• Significant experience in planning and coordinating department or organization-wide events/ meetings preferred.
• Substantial experience working with office technologies, including Microsoft Office (Outlook/Word/ Excel/PowerPoint, etc.) preferred.
• Strong organizational and time management skills, with the ability to multitask and prioritize effectively.
• Strong interpersonal and verbal and written communication skills.
• Ability to carry out broad assignments with minimal supervision.
• Flexibility to adapt to shifting priorities.
• 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.

Administrative Specialist Job Responsibilities:

• Support administrative tasks like managing calendars, scheduling meetings, travel, document formatting and editing, tracking and maintaining vendor contracts, coordination with other teams etc.
• Prepare and manage reports related to budget, expenses etc., seeking guidance as needed.
• Manage telephone calls/voicemails and communicate messages as needed.
• Act as a point of contact for routine administrative tasks like ordering office supplies etc.
• Support in recruitment process by coordinating itineraries for departmental visitors or new recruits.
• Perform other duties as assigned to meet the goals and objectives of the department and institution.
• Maintains regular and predictable attendance.

Administrative Specialist Minimum Education and/or Training:

• High School Diploma/GED required.
• Bachelor's Degree preferred.

Administrative Specialist Minimum Experience:

• Minimum Experience: 2+ years experience in administration or related field.
• Experience Exception: Bachelor's degree and no experience.
• Significant experience in planning and coordinating department or organization-wide events/ meetings preferred.
• Substantial experience working with office technologies, including Microsoft Office (Outlook/Word/ Excel/PowerPoint, etc.) preferred.
• Strong organizational and time management skills, with the ability to multitask and prioritize effectively.
• Strong interpersonal and verbal and written communication skills.
• Ability to carry out broad assignments with minimal supervision.
• Flexibility to adapt to shifting priorities.

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 fa