Admin Assistant Sr Healthcare

About This Role

This role manages complex calendars, coordinates meetings, and handles travel arrangements and expense reconciliation. It also provides administrative and grant support for a lab and a multidisciplinary training program, playing a key part in the operational efficiency of the department.

Responsibilities

• Manage complex calendars, maintain and communicate daily schedules, provide additional support as requested
• Coordinate numerous complex meetings involving various locations, multiple departments, and institutions
• Organize travel arrangements and reimbursements, reconcile monthly expenses
• Partner with the lab manager to assist with lab operations, overseeing tracking of received inventory, and assisting with supply management, lab PPE, and organization
• Serve as administrative coordinator for the T32 Multidisciplinary Training Program in Basic Diabetes Research Training Grant, assisting with grant renewal and submissions
• Aid faculty with updating CVs, adding references in manuscripts using programs like Endnote, maintaining publications in PubMed, and formatting NIH biosketches and bibliography files
• Plan and coordinate events, meetings, and symposiums
• Serve as onsite coordinator for weekly, divisional conferences

Requirements

• Bachelor degree or minimum of four+ years of high level, complex administrative experience
• Previous experience providing support to senior level faculty or leadership
• Excellent professional writing skills; good grammar and punctuation
• Demonstrated track record for effective communication with all levels of the organization
• Ability to exercise discretion and judgment in matters of sensitive or confidential nature
• Strong multi-tasking ability with propensity to adjust for changing priorities
• Advanced level proficiency with Microsoft 365, Google Drive
• Excellent proofreading skills and file management
• Experience with grants, NIH biosketches
• Ability to learn independently and apply skills to future work
• Strong interest in emerging technology platforms and social media
• Professionalism; outstanding attendance record and excellent work ethic
• Ability to exercise initiative, independent judgment, a positive service-oriented attitude, excellent communication, interpersonal and organization skills
• Ability to problem solve and think critically

Qualifications

• Bachelor degree
• Minimum of four+ years of high level, complex administrative experience, with previous experience supporting senior level faculty or leadership

Nice to Have

• Experience with Adobe and Endnote
• Knowledge of M-Pathways and the University business systems
• Emburse expense report processing
• Knowledge of grants and eResearch
• Experience in a high-paced, dynamic, working environment
• Knowledge of University policies, procedures and regulations

Skills

* Required skills

Benefits