Sr. Administrative Support Associate, WF Institute for Regenerative Medicine

Overview

JOB SUMMARY

Under limited supervision, the Senior Administrative Support Associate facilitates department work by providing specialized and/or complex administrative and operational support for a department/program/clinic. Exercises judgement in selecting and applying established procedures correctly and when to refer situations based on thorough knowledge of assigned department/program/clinic standard operating procedures. Maintains cooperative working relationships and an open line of communication with other departments and members of the Medical Center. Resolves problems to improve customer service. Assists with the organization of the leadership's time and maintains accurate schedules. Additional responsibilities include, compiling information, creating spreadsheets, drafting communications and preparing written documents using Microsoft Word, Excel and other programs.

EDUCATION/EXPERIENCE

High school diploma or GED equivalent and two years related experience. Associate's degree preferred.

ESSENTIAL FUNCTIONS

1. Performs a variety of complex tasks to assist or relieve direct supervisor of operational and administrative support activities by managing, organizing, prioritizing, completing and/or delegating work on behalf of supervisor when appropriate and within established guidelines, policies and procedures. May sign on behalf of supervisor as delegated.
2. Summarize the content of incoming materials, meeting minutes or other gathered data to assist supervisor with identifying emerging or priority issues.
3. Maintains leadership's or departmental calendar(s). This includes making appointments, arranging meetings, scheduling departmental activities, and arranging travel. Makes arrangements for facilities and audiovisual equipment as needed. Facilitates operational details of department/program/clinic.
4. May interview, hire, train and direct students or other administrative staff as assigned. This includes advising on new procedures, coordinating information and accommodating workload needs.
5. Responsible for screening and referring callers, taking messages, and routing calls according to procedures. Uses organizational familiarity and discretion to address concerns and escalates to direct supervisor as needed. Provides detailed responses to information requests about programs and activities.
6. Prepares routine to complex correspondence, agendas, proposals, course materials, schedules, articles, meeting minutes, reports and other materials. Reviews materials for accuracy and correct format.
7. Provides requested information for special reports/projects by researching files and records, retrieving stores data, compiling data, organizing and presenting information in a usable format, such as graphs, tables and charts.
8. Assists with business-related financial duties such as tracking accounts, producing financial reports, and providing budget preparation support.
9. Prepares, processes and maintains financial operation records, such as payroll, purchasing and requisitions.
10. Maintains inventory and supplies for department/program/clinic.
11. Performs other related duties as assigned.

SKILLS & QUALIFICATIONS

• Excellent oral and written communication skills
• Proficient use of Microsoft Office
• Strong organizational skills with attention to detail
• Ability to work well with numbers and statistics
• Strong customer service skills
• Ability to direct the work of others
• Ability to maintain confidentiality

WORK ENVIRONMENT

• Clean, well lit, comfortable, office environment
• May be subject to interruptions