Administrative Assistant Gerontology
Administrative Assistant Gerontology
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Salary Not Disclosed
1 Vacancy
Job Description
Position Summary:
We are seeking a highly skilled Administrative Assistant to provide executivelevel support for our faculty. This role is ideal for seasoned administrative professionals with a minimum of five years of experience preferably supporting Csuite executives or highlevel faculty in a fastpaced environment. The candidate must be highly organized proactive and possess excellent writing proofreading and editing skills. Strong prioritization skills highvolume calendaring and the ability to coordinate domestic and international travel are essential.
Experience/Education:
- Minimum of 5 years experience as an Administrative Assistant; Executive or Csuite experience strongly preferred.
- Associates degree or equivalent education/experience preferred.
- Experience in administrative roles within a clinical or academic setting is desirable.
Essential Functions:
Administrative & Executive Support:
Manage highvolume calendar scheduling and prioritize key engagements.
Coordinate domestic and international travel including detailed travel packets.
Support faculty with ordering reimbursements and organizing/creating promotion packets including travel reimbursements in Concur.
Follow up on tasks to ensure timely completion.
Maintain faculty CVs Biosketches and Other Support documents.
Draft proofread and edit professional correspondence reports and manuscripts.
Handle confidential and sensitive information with discretion.
Event & Meeting Coordination:
Plan and organize meetings including reservations invitations and itineraries.
Arrange catering and oversee setup and cleanup logistics.
Manage vendor quotes and event logistics.
Provide flexibility for special events including afterhours support and coordination of transportation as needed.
Clinical & Research Administration:
Manage clinical schedules using QGenda.
Coordinate credentialing and compliance for incoming providers.
Assist with Conflict of Interest (COI) compliance.
Support PIs in tracking faculty effort and running labor reports.
Maintain accurate records to support grant submissions and reporting.
Skills and Qualifications:
Exceptional written communication proofreading and editing skills.
Strong organizational and timemanagement abilities.
Ability to prioritize and work independently in a fastpaced environment.
Proficiency in Microsoft 365 including Outlook Word Excel and PowerPoint.
Knowledge of Adobe Pro for document editing and management.
Experience with ERP systems such as Oracle and Workday.
Experience with clinical management software such as QGenda preferred.
Strong relationshipbuilding skills with faculty medical staff and external departments.
Team player who supports other administrative staff and fosters positive relationships across departments.
Desirable Attributes:
Proactive detailoriented and selfmotivated.
Ability to anticipate needs and take initiative.
Strong multitasking skills with a focus on efficiency.
Ability to maintain confidentiality and professionalism.
This role is essential to ensuring the smooth operation of our faculty and clinical teams. If you excel in a highvolume executivelevel administrative role we encourage you to apply.
Employment Type
Full-Time
