General Information
| Payroll Title | BLANK AST 3 | Title Code | 004722 | Grade/Step | Working Title | Administrative Assistant | |
|---|---|---|---|---|---|---|---|
| Department Name | Biomedical Sciences Dept | Supervisor | Holly Bailey | Department Head | Guze, Phyllis A |
Special Requirements and Conditions
| Critical Position |
| Overtime |
| Travel |
| Other (provide description - max. 300 characters) |
| Other (description) |
|---|
| Work schedule for this position is Monday - Friday, 8:30am - 5:30pm |
Level of Supervision Received
| General Supervision |
Items Used
| General office equipment (computer, fax, printer, copier, scanner, calculator, telephone, etc.) |
Position Purpose
| The Center for the Promotion of Healthy Communities (CPHC) is charged with increasing access to care for individuals in underserved and minority communities, as well as directing programs that involve translating research into communities. The Center is a community-based academic partnership committed to improving the health and well-being of the community, educating its health professionals and serving as a force for change. Under the general supervision of the Director the incumbent will provide essential administrative support for all functions and day-to-day operations for the CPHC in the School of Medicine. The incumbent is responsible for maintaining calendars, ensuring Center leadership has sufficient background materials necessary for meetings and/or travel itineraries. The incumbent will provide administrative support to special projects, perform special assignments and work on complex assignments where considerable judgment and initiative is needed in resolving problems and make recommendations. Incumbent will serve as a focal point for communications; answering phones and screening/redirecting inquiries as appropriate. Incumbent will also serve as staff support to essential meetings within the Center's Office, inclusive but not limited to, preparing files, preparing agendas, taking minutes, following-up on action items and handling routine correspondence. Incumbent will also be responsible for submitting travel reimbursements and other routine accounting transactions. Work schedule for this position is Monday - Friday, 8:30am to 5:30pm. |
Essential Functions
| Essential Function | % Time |
|---|---|
| Center Administrative Support | 60 |
| Maintain the Director's calendar, which consists of extensive coordination for setting appointments and locations in accordance with urgency of subject, travel schedule, and priority commitments. Independently alter appointments as priorities change to maximize Director's effectiveness. Prepare Director's daily agenda items. Schedule and reserve conference rooms or other facilities. Independently communicate on behalf of designated individuals, conveying information (political or confidential) with tact and diplomacy. Proactively identify issues that warrant the awareness of the leadership. Research issues; seek consultation from recognized campus resources, and present options. Prepare daily background files for each meeting on the calendars of designated individuals which includes the preparation of travel information such as detailed maps and contacts for meetings with external constituents. Organize meetings including arrangements of locations/rooms, necessary audiovisual equipment, room set-up, food service, and notices/invitations; coordinate conference calls. Prepare agendas, take minutes, and follow-up on action items as needed. Responsible for Director's travel arrangements by reviewing flight schedules, ground transportation, hotel/meeting locations, etc., ensuring compliance with university policies and procedures; prepare itineraries for the background file with required meeting/conference material. Submit detailed travel information and receipts for reimbursements in a timely manner. Maintain current contact information for campus and community members necessary to conduct business. Draft letters of support for grants or other professional correspondence for the Director. Provide timely assistance in the draft, edit, proof, copy, fax and distribution of correspondence and forms. Under general direction of the Director, conduct literary searches, obtain scholarly articles and/or request interlibrary loans of publications for the Director. Ensure items obtained are returned when due. Assist Director in preparing complex and detailed power point presentations often requiring multiple iterations and working with a deadline for completion. Assist staff with analytical assignments including, web searches, gathering information/data presenting it in an organized manner. Prepare and maintain files, prepare copies, and ensure the consistent organization of documents and files. Periodically review Director's curriculum vitae making changes and updating as necessary. Implement administrative office policies and procedures to enhance the overall effectiveness and orderliness of desk operations and administrative support functions. Ensure compliance with administrative policies, resolve non-standard problems which lack applicable policies and guidelines, and determine appropriate procedures and methods to prevent problems and improve efficiencies. Exercise sound judgment, informed decision making, concern for detail and timeliness, as well as appropriate discretion to deal with complex, confidential and sensitive issues. Diagnose and solve basic printer problems and basic computer system problems. Collaborate with Office of IT by documenting issues, and entering problems into ticket system to resolve technical problems such as VPN, NetID, wireless, hardware error messages, software installation, etc. Other duties as assigned. |
|
| Coordination & Support | 40 |
| Represent the CPHC as a point of contact for on-campus and off-campus visitors, including administrators, faculty and staff, as well as prominent members of the business community, requiring a thorough understanding of the Center and its function and philosophy. This requires sound judgment, informed decision making, concern for detail and timeliness, and appropriate discretion to deal with complex, confidential and sensitive issues related to the management of files. Communicate with and develop working relationships with a wide range of contacts and with other research institutions to refer questions and potential concerns and issues. This includes answering phones to screen and direct calls appropriately. Coordinate preparation of files and handle routine correspondence. Other duties as assigned. |
|
Minimum Requirements
| Minimum Requirement | Display Ranking |
|---|---|
| 1 | |
| 1. Completion of two years of college level courses in business or a related area or equivalent combination of education and or experience. 2. Demonstrated progressively responsible and extensive experience in providing administrative support to Director-level or higher positions. 3. Experience providing support to programs in higher education or similar environment. 4. Ability to function independently and take responsibility for results; organize workload with close attention to detail; manage multiple tasks and timelines. 5. Skill in independently researching questions and making appropriate contacts when problem solving. 6. Ability to make appropriate decisions following established policies and procedures. 7. Ability to maintain confidentiality at all times and to handle sensitive/confidential information, issues and requests. 8. Skill in accurate record keeping with strict attention to detail. 9. Ability to interact professionally and function effectively with speed and accuracy in a fast-paced, complex academic environment, while demonstrating excellent customer service, tact, courtesy, and diplomacy. 10. Demonstrated excellent verbal, written, grammatical, typing, proofreading, and interpersonal skills. 11. Ability to initiate and work independently as well as part of a team, while maximizing productivity and meeting multiple deadlines. 12. Demonstrated proficiency and experience using PC-based computer systems and software, such as Microsoft Word, Excel, Access, Outlook and advanced proficiency in Power Point. Ability to diagnose and solve basic computer systems and printer problems. 13. Demonstrated analytical and organizational skills. 14. Ability to work with little supervision, set priorities, and use initiative. Ability to work effectively with others in a climate that embraces diversity. 15. Knowledge of bibliographic information retrieval systems. |
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Preferred Qualifications
| Preferred Qualification | Display Ranking |
|---|---|
| 1 | |
|
1. Bachelor's degree or equivalent combination of education and experience. 2. Demonstrated extensive experience providing programmatic support to higher education programs. 3. Demonstrated experience working in a health services environment. 4. Bilingual in Spanish. |
|
| Posted Position Purpose |
|---|
| The Center for the Promotion of Healthy Communities (CPHC) is charged with increasing access to care for individuals in underserved and minority communities, as well as directing programs that involve translating research into communities. The Center is a community-based academic partnership committed to improving the health and well-being of the community, educating its health professionals and serving as a force for change.
Under the general supervision of the Director the incumbent will provide essential administrative support for all functions and day-to-day operations for the CPHC in the School of Medicine. The incumbent is responsible for maintaining calendars, ensuring Center leadership has sufficient background materials necessary for meetings and/or travel itineraries. The incumbent will provide administrative support to special projects, perform special assignments and work on complex assignments where considerable judgment and initiative is needed in resolving problems and make recommendations. Incumbent will serve as a focal point for communications; answering phones and screening/redirecting inquiries as appropriate. Incumbent will also serve as staff support to essential meetings within the Center's Office, inclusive but not limited to, preparing files, preparing agendas, taking minutes, following-up on action items and handling routine correspondence. Incumbent will also be responsible for submitting travel reimbursements and other routine accounting transactions.
Work schedule for this position is Monday - Friday, 8:30am to 5:30pm. |
| Posted Minimum Requirements |
| 1. Completion of two years of college level courses in business or a related area or equivalent combination of education and or experience. 2. Demonstrated progressively responsible and extensive experience in providing administrative support to Director-level or higher positions. 3. Experience providing support to programs in higher education or similar environment. 4. Ability to function independently and take responsibility for results; organize workload with close attention to detail; manage multiple tasks and timelines. 5. Skill in independently researching questions and making appropriate contacts when problem solving. 6. Ability to make appropriate decisions following established policies and procedures. 7. Ability to maintain confidentiality at all times and to handle sensitive/confidential information, issues and requests. 8. Skill in accurate record keeping with strict attention to detail. 9. Ability to interact professionally and function effectively with speed and accuracy in a fast-paced, complex academic environment, while demonstrating excellent customer service, tact, courtesy, and diplomacy. 10. Demonstrated excellent verbal, written, grammatical, typing, proofreading, and interpersonal skills. 11. Ability to initiate and work independently as well as part of a team, while maximizing productivity and meeting multiple deadlines. 12. Demonstrated proficiency and experience using PC-based computer systems and software, such as Microsoft Word, Excel, Access, Outlook and advanced proficiency in Power Point. Ability to diagnose and solve basic computer systems and printer problems. 13. Demonstrated analytical and organizational skills. 14. Ability to work with little supervision, set priorities, and use initiative. Ability to work effectively with others in a climate that embraces diversity. 15. Knowledge of bibliographic information retrieval systems. |
| Posted Preferred Qualifications |
| 1. Bachelor's degree or equivalent combination of education and experience. 2. Demonstrated extensive experience providing programmatic support to higher education programs. 3. Demonstrated experience working in a health services environment. 4. Bilingual in Spanish. |