Administrative Assistant III

• Answer telephones and provides appropriate information to callers, take messages and transfers calls; schedule appointments and meetings and maintain calendars;
• Assist in coordination of conferences and special events. Activities may include preparing the agenda, arranging meeting facilities, making travel arrangements, and handling supplies and refreshments, as needed
• Independently prepares non-routine correspondence for supervisor; Screen and route mail and documents;
• Maintain records of expenditures; monitor budgets and notify supervisor of potential problems;
• Assist in procurement and payment processes; utilize computer based programs to submit and track supply orders, requisitions, reimbursement forms for business expenses, vendor invoices, consultant agreements, work orders, etc.;
• Prepare required paperwork for faculty and staff from recruitment through appointment.
• Assist in the coordination of department/division related activities including but not limited to the grant application process, on-boarding of new personnel, volunteer applications, etc.;
• Maintain office equipment (include managing service contracts for common equipment) and supplies inventory. Order supplies as needed;
• Perform other related duties as assigned;

• High School Diploma and 4+ years of administrative support experience are required. Equivalent combination of education and experience will also be considered

Skills and Competencies

• Must possess strong knowledge of Microsoft Word, Outlook, and Excel. Basic knowledge of Power-Point. May use other web based programs as assigned
• Must demonstrate good judgment, initiative and attention to detail
• Must be able to effectively track time and resources to prioritize own work assignments
• Must be able to work independently and produce quality work from conception to completion on assigned projects
• Must possess strong customer service, communication and organizational skills
• Must possess high degree of familiarity with College and departmental/ divisional policies, procedures and practices;
• Uses independent judgment when responding to inquiries.

This position will provide administrative support to the Department of Medicine in the Pulmonary and Cardiology Division.