Senior Administrative Assistant
Job ID: BH412134
Category: Administrative Assistant
Job Title: Senior Administrative Assistant
- High School Diploma
- 2-4 years of Administrative Assistant experience
- Advanced Proficiency with Microsoft Office & MS Teams
- Advanced Calendar Management Skills
- Associate’s or Bachelor’s degree or secretarial/clerical certification
- Healthcare Experience
- Administrative Experience for a Non-Profit or in Higher Education
Working under minimal supervision, assists the Executive Vice-Chairman and Executive Director of Pathology in the administration of their duties and provides administrative and secretarial support to the full range of their professional, clinical, consultation and scholarly activities, including manuscript preparation. This includes various tasks associated with the day to day management of the Departmental clinical and other activities; planning and future development for the Department, Hospital, HMS, Physicians Organization, and the organization's committees and task forces; management of discretionary fund; teaching activities; general correspondence and manuscripts. Provides administrative support to the Executive Vice-Chairman and Executive Director, including typing from dictation and rough draft. Provides administrative and secretarial coverage to the Chairman as needed.
PRINCIPAL DUTIES AND RESPONSIBILITIES:
Assists the Executive Vice-Chair of Pathology in the administration of their duties for the Department of Pathology. Organize weekly Grand Round Conferences and Monthly Professional Development Conferences, schedule hotel accommodations for out of town speakers, create itineraries, weekly catering, and submit CME accreditation paperwork. Completes work submitted through the Chair, Executive Director, Hospital Administration, Faculty, Residents and Department Administrator.
Assists the Executive Director of Pathology in the administration of their duties for the Department of Pathology. Completes work submitted through the Chair, Executive Vice-Chair, Hospital Administration, Faculty, Residents and Department Administrator.
Responsible for managing the Executive Vice-Chair and Executive Directors calendar, overseeing the scheduling of meetings. These are very difficult as they involve Hospital and Department senior management. Will ensure appropriate communication to all parties involved. Perform other secretarial tasks for Executive Director as required.
Under very general guidelines, independently performs various administrative tasks in support of the Executive Vice-Chairman's intra and extra-departmental duties (e.g., committees, task forces, special studies). This includes research, initiating communications, collecting and collating data, summarizing and reporting results, and serving as liaison for all routine administrative matters. Responsible for the Digital and Live Department Bulletin Board. Manages the Alumni Database and the Annual US and Canadian Academy of Pathology Alumni Event.
Manages processing of various credentialing and promotional forms (HMS) forms for Department alumnae, including entering required information and giving to Executive Vice-Chairman for completion and signature. Processes a variety of HMS appointment and promotional materials including Dean's letter and Letters of Evaluation related to first and promotional appointments in the Department of Pathology.
Provides administrative support to Pathology teaching activities including scheduling, correspondence, editing syllabus materials, etc.
For Executive Vice-Chairman, types correspondence, manuscripts, book chapters, galley proofs, protocols, abstracts, grant applications, lectures, and journal reviews.
Responds to routine inquiries from Chairman, Executive Vice-Chairman, Executive Director, Faculty, Residents, Department Administrator, Hospital Administration, HMS Department of Pathology and Faculty Services, other institutions and visitors on a wide range of subjects.
On a back-up basis only, assists in managing schedule, meetings and other activities of the Chairman and Departmental guests.
Types and tracks purchase requisitions, travel vouchers and other personnel forms. Processes expense reports for company Corporate Card Transactions.
Performs general office work such as filing, photocopying, collating and distributing materials, organizing files, distributing mail, etc. and maintains Department bulletin board.
With direction from Vice-Chairman and Executive Director, plans Departmental social functions (e.g., seasonal party, going away parties, annual picnic, alumni reception), including function facilities, caterer, menus, etc.
Performs all other duties and responsibilities as directed.
JOB SPECIFIC SKILLS/ ABILITIES/ COMPETENCIES REQUIRED:
- Ability to handle several projects simultaneously.
- Ability to work under deadline pressure and prioritize work from several sources.
- Demonstrated ability in enhanced computer skills including Microsoft Office and other web-based applications.
- Strong interpersonal skills are necessary to interrelate with a wide range of personalities.
- Must use discretion and good judgement in all personal interactions and in handling of sensitive and confidential information.
- Must be able to act independently. Will frequently be working under minimal supervision and will be expected to show initiative in performing work.
- Ability to interact well with others over the telephone and in person
The Planet Group of Companies is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.