Administrative Asst

The primary purpose of the Administrative Assistant position is to perform varied and extensively complex secretarial duties requiring; judgment, responsiveness, initiative, and independent decision-making within general guidelines. Directly supports one or more faculty members and/or supervisors. Will organize and coordinate assigned activities for designated faculty member/supervisor while demonstrating excellent interpersonal and communication skills in and outside the department.

JOB SPECIFIC COMPETENCIES Administratively support departmental operations as well as assigned faculty member, or other designee.

Administratively support departmental operations as well as assigned faculty member, or another designee. Duties include complex administrative responsibilities as well as assisting with meetings, word processing, typing, faxing, photocopying, composing /editing proofreading, answering telephones, maintaining filing system, sorting and distribution of memos and mail, maintaining effective working relationships with faculty, staff, supervisors and the public. Must demonstrate ability to maintain confidentiality, to execute any standard clerical duties, and ability to use independent judgment and analysis to gather facts and to determine appropriate solutions.

Generate, revise, and update Curriculum Vitae, biosketch, and other support/reference material for assigned faculty member.

Maintain revisions to professional documents, bibliographic libraries, and grant-related documentation. Add new references, download abstracts from Ovid (MEDLINE, Cancerlit, and other library databases), search and retrieve research articles or documents from sources within and outside of the institution, organize filing system for library.

Prepare office forms.

Prepare office forms such as those for travel requests, travel reimbursements, medical graphics requests, purchase orders, check requests, or other commonly used institutional forms. Make travel arrangements, lecture and conference scheduling, and maintain meeting calendar. Also, complete and submit commonly used institutional forms. Composes formal and informal correspondence, create and format presentations, and maintains complex confidential patient and/or general office files. Ensures timely submission of required reports/assignments given by immediate supervisors including department administration.

PRS funds, Consultant agreements, Purchase Orders, etc.

Tracking and reconciling faculty Physician Referral Service (PRS) expenditures and discretionary accounts on a monthly basis. Assist faculty and staff with completion of consultant agreements. Ensure invoice processing is completed quickly and accurately. Works directly with consultant on their invoices until payment is received. Set up Purchase Order (PO) accounts for faculty and staff and track activity through to completion and closure of PO account. Responsible for purchasing, tracking, and securing the storage of project incentives such as gift cards. Purchases promotional materials, supplies, and food/catering requests for project group. Completes Data Entry back up documentation on a weekly basis. Other duties as assigned.

Other duties as assigned