Administrative Assistant

Responsibilities:

Manage Program leader and other disease team calendars
Schedule all meetings as directed and manage special events.
Provide assistance to all faculty as needed and replace other administrative personnel when required
Ability to work under pressure and meet deadlines.
Ability to work independently as needed and be capable of initiating own correspondence and memos, prepare travel expense reports for faculty and all visitors
Assist with any retreats and MDG meetings.
Assisting with the video conferencing and any zoom meetings as appropriate
Perform other clerical duties as assigned: e.g., answering phones, screening visitors, photocopying, maintaining filing system (electronic and hard copies) filing, correspondence and minutes of meetings.
Assist the staff with all departmental projects; conferences;
Maintain and keeping track of sick time, vacation time
Arrange travel and visits for guest speakers
Request reimbursements for staff and guests
Prepare all purchase orders for supplies, equipment, books, journals, etc,
Update stationery, envelopes, business cards
Answer telephone and take concise telephone messages
Coordinate equipment maintenance
Prepare correspondence with responsibility of good English grammar and punctuation
Keep staff CVs and biosketches up to date
Deliver and pick up documents to and from other departments
Perform other clerical duties as needed: photocopying, filing, distributing office mail, etc.
Demonstrates commitment to our core values of excellence and innovation, integrity and respect, teamwork and communication.
Knows policies and procedures applicable to assigned duties. Uses sound judgment and is aware of potential hazards before taking action. Promptly reports errors/events or situations of actual or potential harm. Understands emergency procedures and can demonstrate appropriate response.

EDUCATIONAL/TRAINING REQUIREMENTS
High school diploma or GED Required. Some advanced business educational courses or training preferred.
EXPERIENCE REQUIREMENTS

2 years of office/secretarial experience with good writing skills
Ability to learn scientific/medical terminology as needed.
Knowledge of computer programs.
Computer experience with knowledge of word processing programs, spreadsheets, e-mail, etc. is required
Knowledge of good English grammar is required with ability to work independently and/or follow directions.


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