Administrative Assistant II

The Caruso Department of Otolaryngology-Head & Neck Surgery at Keck School is seeking an experienced and highly driven Administrative Assistant II. Reporting directly to the Senior Clinical Administrative Director, as well as assist with the departmental operations. The Administrative Assistant II will also provide back up support to other Administrative Assistant when necessary.

The Administrative Assistant II will perform diverse administrative assignments and tasks that will involve interactions with various levels of management and individuals both internal and external to the department. While proactively analyzing information and anticipating needs, changes and daily demands, the Administrative Assistant II will play an integral role by demonstrating enthusiasm, resourcefulness, and maintaining a strong work ethic with a high degree of accountability.

Specific/Additional Accountabilities include:

• Perform a variety of administrative tasks, including those associated with scheduling and coordinating meetings, travel and planning events.
• Arranges with vendors for services, prepares agendas, gathers and organizes supporting information, and ensures needs are met as appropriate.
• Types and proofs a variety of correspondence, forms, documents, memoranda, and reports in an accurate and efficient fashion.
• Answers telephones, routes calls, takes messages and/or provides information in accordance with department or university policy; reads and routes incoming mail/email.
• Establishes and maintains hard copy and/or electronic files and records, including that of sensitive information.
• Maintains the confidentiality and currency of office records and files including personnel records for faculty and staff.
• Maintains currency on revisions to department and/or university policies and procedures.
• Manages special projects.

Performs other related duties as assigned or requested. The university reserves the right to add or change duties at any time.

The ideal candidate will be:

• Bachelor’s degree minimum.
• 5 or more years’ working experience in an academic environment;
• Excellent interpersonal/communication skills, both orally and in writing.
• Ability to thrive on personal connections and manage multiple projects, processes, and tight deadlines simultaneously in a fast-paced environment, while working with a diverse audience both inside and outside the organization.
• Demonstrated proactive approaches to problem-solving with proven decision-making capability.
• Exceptional team player who enjoys a very fast paced and changing work setting.
• Strong computer skills; proficiency with Microsoft Office (Word, Excel, PowerPoint and Outlook) 
• Demonstrated ability and willingness to continuously acquire new competencies.
• Flexibility and willingness to work through day-to-day manual tasks and meet deadlines with little direction, often in a highly ambiguous environment.
• Ability to build credibility at all levels, exhibiting a high degree of emotional maturity and intelligence.
• Ability to maintain the confidentiality of sensitive information.

Minimum Education: Bachelor's degree or combined experience/ education as substitute for minimum education Minimum Experience: 3 years in a medical office or administrative department Minimum Field of Expertise: Secretarial or specialized clerical and administrative experience