Sr Administrative Assistant - Infectious Diseases

The Primary purpose of the Sr. Administrative Assistant is to perform superior complex administrative support of a highly confidential nature requiring independent judgement, initiative, discretion, and a basic knowledge of medical terminology and administrative procedures. Demonstrates a high level of interpersonal and quantitative skills to organize and maintain data, prioritize requirements of multiple faculty and prepare work products within general guidelines.

JOB SPECIFIC COMPETENCIES

Administrative Operations:

·         Perform clerical and administrative functions within the Department.  Compose formal and informal correspondence. Rotate the distribution of all incoming and outgoing correspondence for the department. Establish priorities and deadlines for completion of projects. 

·         Directs inquiries to the appropriate patient care area.  Prepare meeting schedules, greet visitors, and escort them to meeting location. Maintain both the current year and a long-term year calendar for the assigned faculty.

·         Arrange all future travel preparations, scheduling airline reservations and hotel accommodations as necessary Ensure all travel expenditures are processed according to institutional policies and guidelines and that the respective faculty and/or staff are reimbursed accordingly (At the onsite and guidelines the institution allows for faculty travel).

·         Submit and Maintain supporting faculty leave requests and leave balances using the PTO Tracker. Must execute simple mathematical computations with and without the assistance of calculators, including addition, subtraction, multiplication, division, and computation of rates, Compile and compose formal and informal correspondence and reports.

·         Review manuscripts, protocols, slides, and overheads as requested by assigned faculty. Maintain curriculum vitae in the appropriate institutional format using the institution database.

·         Record & transcribe meeting minutes as required including preparation and distribution of minutes along with scheduling the meeting(s).

·         Obtain information from Medline and Pub Med Reference Manager Databases used for publication in peer-reviewed journals, books, etc. for assigned faculty. Provide back up for Front Desk Operations.

·         Maintain the department’s key file and orders, and record on Excel spreadsheet. Responsible for scheduling and taking any recommended training for personal growth by the Operations Manager.




Fiscal Activity and Financial Reporting 

·         Purchase requisitions as required for the procurement of items requested by assigned Faculty in accordance with the Institution’s purchasing guidelines. Monitor and balance financial budget activity according to assigned Faculty, using complex accounting review, tracking and analysis, cost projections, status reports, and identification of potential problems.

·         Under the direction of assigned Faculty, complete and/or assist the preparation of funding applications, budget projections, and appropriate justifications as part of grant preparation.

·         Prepare and update Faculty expenditures, using PRS Development Funds on PRS Tracker, ensuring all transaction have been recorded on the tracker and it balances to Free Balance report- to be done on a weekly basis.

·         Maintain files of all expenditures. Provide documentation of all expenditures to Operations Manager.

·         Responsible for tracking supporting faculty’s PRS- maintaining the balance on accounts and supporting documentation as required by the division and department. Responsible for the reconciliation of accounts as required by the department, division and institution.

Fellowship Program  

·         Provide high level administrative support to the Program Director to include but not limited to maintaining and updating company/center budget activity in PRS Tracker, schedule meetings, calendar management, maintain and update faculty CV in FIS, facilitate and coordinate communications with DoIM Education Program Coordinator, provide administrative support to fellowship program activities to include recruitment, orientation and onboarding processes for incoming and rotating fellows when needed.

Other duties as assigned