Administrative Assistant III

POSITION SUMMARY:

Under the general supervision of the Manager/Department Head or designee, the Administrative Assistant III coordinates and performs a full range of advanced level, confidential, and complex administrative duties independently with minimal direction.

ESSENTIAL FUNCTIONS:

Participate in the planning and organization of the office in terms of staffing, establishing administrative policies and procedures and financial matters. Develop a comprehensive knowledge of administrative activities of the department and the Medical School
• Manage the daily operation of the office, schedules, organizes and delegates administrative assistant tasks, supervises office activities, resolves problems with medical, professional, and clerical staff
• Monitor and evaluate office procedures. Initiate and implement new procedures. Develop, write, and revise office procedures and manuals
• Communicate confidential information to senior administration, internal operation departments, and external source
• Coordinate and perform high level, complex, and varied administrative tasks requiring independent action and the setting of priorities and procedures
• Draft, edit, and/or update correspondence, memoranda, grants, agendas, handouts, website updates, and reports, etc.
• Record, prepare, and distribute minutes
• Maintain calendar(s).
• Process payroll, orders, requisitions, personnel action, and other payroll and human resource related forms. Maintain confidential files
• Organize information into spreadsheet format from data collection. Generate reports in preparation for analysis and graphical display from spreadsheets and databases
• Provide administrative support for special projects. Assist in preparing data, reports, and follow-up on projects and reports
• Arrange travel logistics and coordinate schedules. Completes travel advance and authorization forms. Submit voucher forms with appropriate receipts and information for reimbursement
• Maintain travel records
• Schedule or arrange for conferences, meetings, interviews, appointments, retreats, events, or similar activities
• Assist the Department Head in budget preparation and reconciliation
• Complete journal entries and billing
• Answer phones and screen calls. Provide information independently and respond to complex questions
• Greet visitors; ascertain their needs and provide information
• Review mail, highlights action or important items and attaches relevant files or information for review. Respond to routine correspondence. Draft responses to more complex correspondence
• Maintain office equipment and inventory of supplies, purchase materials, and prepares purchasing paperwork and contracts. Verify budget is not overspent
• Assist with the credentialing process
• Perform other duties as required.

REQUIRED QUALIFICATIONS:

• HS Diploma or equivalent
• 7-9 years of related experience
• Proficient in Microsoft Office products and software
• Possess the organizational, verbal, written and interpersonal skills necessary to interact effectively with all levels of personnel
• Ability to prioritize and problem solve.

For educational support positions you might want to add this to the position summary:

Primary responsibilities involve utilization of various education computer programs for course registration, syllabus, curriculum, evaluation, data management and reporting. The Administrative Assistant II for education programs may function as a liaison between the program and other departments at UMMS regarding administrative and training issues.

For research support positions you might want to add this to the position summary:

Primary responsibilities involve support of projects, research endeavors, and grants. The Administrative Assistant II for research may function as a liaison between the department and other departments at UMMS regarding administrative and training issues.

For all support positions you may want to keep these preferred qualifications here:

PREFERRED QUALIFICATIONS:

• 2-Year College Degree
• Assist in the collection of budget information and preparation of grant applications
• Adheres to office procedures related to grant submissions
• Assist in reconciling monthly receipts
• Maintain confidential research files