Administrative Assistant - Chief Quality Office

The ideal candidate will have a bachelors degree and at least 2 years of administrative experience. This position works 4 days a week remote and 1 day onsite - more days onsite may be required, as needed. 

SUMMARY

The primary purpose of the Administrative Assistant is to provide routine administrative and secretarial duties for the Chief Quality Office Division and any/all departments within. The individual will use judgment within general guidelines, including coordination of travel and events, and other related functions.  The individual must be able to adapt to constantly changing demands of the institution and the departments.

Administrative Support

• Performs calendar management for assigned leaders or teams, including scheduling routine meetings, sending invites, and avoiding conflicts.

• Functions as primary purchaser/procard holder for office supplies, materials, equipment, special orders and ensures supply par levels are maintained and appropriate documentation is kept.

• Processes incoming and outgoing mail; and coordinates mail requests.

Department Support

• Performs as department timekeeper and ensures time off usage is in alignment with institutional guidelines; resolves timekeeping issues.

• Coordinates and prepares travel arrangements and submits appropriate expense reports.

• Coordinate catering, room setup, and AV needs for meetings/events as well as executes logistics of the event.

• Maintains departmental records, filing systems and coordinates records management for the department.

• Ensures required certifications/licensures are renewed/up to date.

• Processes purchase requests for assigned areas including maintaining appropriate documents and performing reconciliations.

• Provides insights or finds relevant information on administrative processes.

• Regularly checks to ensure supported teams have supplies, equipment needed including new employees.

Division Operations

• Provides onsite support on assigned days as well as needed.

• Serves in a back up capacity for assigned areas including performing calendar management, Kronos, Concur, and Purchasing related tasks.

• Manages vendor relations for various division needs.

• Supports events across the division including departmental/divisional meetings, accreditation surveys, awareness events, etc.

• Liaison between dept & admin office and escalates issues when appropriate

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• Contributes to special assignments such as but not limited to: equipment coordination, reconciliations, intern appointment/reappoints, inventory, website management, vendor contract execution.