Sr. Administrative Assistant

Senior Administrative Assistant

Position Information:

Performs support-oriented job duties to a Department Head or Manager. Duties are complex and of an advanced nature, to include but not limited to maintaining files, scheduling appointments, managing inventory, typing, preparing reports and correspondence, distributing information, conducting research and computation, managing office procedures, assisting with budget preparation, and coordinating activities. 

Representative Duties:

• Serves as a resource to other support personnel. May supervise support staff.
• Maintains office files that may be of a confidential nature such as patient or personnel information.
• Schedules various appointments for office personnel and ensures administrative details are completed.  
• Makes travel arrangements. 
• Receives incoming calls for office personnel and refers calls to appropriate personnel. 
• Records messages or responds to caller with routine information. Serves as a contact person for employees or the outside public. 
• Monitors and orders supplies for the office and completes requisitions. May sign associate forms as authorized by the supervisor.
• Responsible for typing and proofreading letters, manuscripts, lectures, grant proposals, and medical information. 
• Reviews and responds to routine correspondence for the office personnel and sometimes in the name of the supervisor. 
• Drafts replies to such correspondence with minimal instruction. 
• Prepares various reports such as office supply expenditures and student or resident rotation schedules. 
• Distributes various forms of information to office personnel such as mail or newsletters. 
• Performs statistical, business research, and routine computations that require knowledge of mathematics. 
• Assesses office procedures and makes necessary changes in order to improve office functioning. 
• Assists in personnel selection of the clerical staff. 
• May assume responsibility for training, assigning and checking work of subordinates. 
• Assists in the preparation of budgets. 
• Responsible for maintaining budgetary records and approving expenditures.
• Plans, coordinates, and expedites special activities or projects that require specialized training or creative thought. 
• Performs related duties as assigned to successfully fulfill the function of the position.

Qualifications:

Working Conditions:

• Physical: Sit for prolonged periods. Communicate effectively and listens. Engages in repetitive motion. Stand, reach, stoop, and bend. 
• Environmental: Standard Office Environment

Experience:

• Required: 36 months administrative support experience.

Education:

• Required: High School Diploma or GED

Knowledge, Skills & Abilities:

• Advanced knowledge of office procedures.        
• Ability to use a computer and calculator.        
• Advanced knowledge of Microsoft Office Suite (Outlook, Excel, and Word)        
• Excellent interpersonal skills.       
• Ability to work independently and as a team player.       
• Ability to complete tasks in an efficient and timely manner.     
• Must be detail oriented.      
• Ability to multitask, be organized, and self-motivated·        
• Ability to work in stressful situations and meet deadlines in a timely manner.      
• Ability to communicate verbally and in writing.