Description
POSITION OBJECTIVE
Working under general direction, provide administrative support to the department of Pathology and the Center for Global Health and Diseases. The department assistant is responsible for developing, implementing and managing procedures for the effective administration and operation of the department. Responsibilities include providing support and effectively managing the multiple internal and external associations and relationships between the center and other entities, including the office of the Dean of Medicine, the academic and administrative units of the university, the students, the faculty, and external national and international organizations including other academic institutions, funding agencies, professional societies, industry, and community organizations.
ESSENTIAL FUNCTIONS
Perform various duties of an administrative/ clerical nature requiring accuracy and attention to detail and involved with more complex/difficult matters, such as department travel, P-Card purchasing and reconciliation, planning for the weekly Global Health & Infectious Diseases seminar, and supporting the Department of Pathology events as needed. Support the center director's administrative needs. Manage calendars, including planning meetings, teleconferences, and other engagements. Prepare correspondence and reports to the center director. Note any action items and the faculty or staff member responsible for the action item; follow-up on action items, arrange any logistics as needed. All duties must be completed in a timely manner. (25%)
Maintain confidential records. Support the ongoing faculty recruitment process. Post and pay for advertisements. Coordinate itineraries and travel for candidates. Schedule candidate seminar. Handle travel reimbursements for external speakers faculty. Provide data analysis for faculty annual review. Track all honors and awards listed on FASF. Coordinate and advertise other department functions as well assist the director with the Faculty Activity Summary Form process. (20%)
Facilitate communications between department and the university. Facilitate communications on behalf of the Center for Global Health, including promoting the center throughout the university and external entities. Prepare and disburse correspondence via e-mail, message boards, flyers, interoffice and regular mail. (15%)
Maintain accounting/ bookkeeping records for department, perform data analysis. May authorize routine department expenditures, prepare, or assist in preparing budgets, reconcile monthly expense statements, budget analysis/ forecasting, expense reports Manage the Pathology purchasing and expense allocation to endowment lectures; authorize available budgets and reconcile expense statements. Create and manage the annual seminar series budget. Analyze budget monthly and advise director on any issues/concerns. Maintain database of endowed lecturers and seminar series external speakers. Maintain departmental Dcard. Authorize purchases and allocate expenses to appropriate accounts. Analyze expenses to ensure that university policies are adhered to. Discuss any concerns with the director. (15%)
Organize, plan meetings, departmental agenda, etc. Plan and implement the annual seminar series for the PhD/MD Pathology program including marketing upcoming educational events, schedule travel, book hotels and caterers, coordinate itineraries for and external speakers (seminars, speakers, etc.). Manage graduate student seminars in conjunction with faculty seminar coordinator. (10%)
Coordinate workflow between departments as needed. This position has overall responsibility for the smooth functioning in the department and collaborating with other departments in the school to engage students and faculty in cross-different activities. (10%)
NONESSENTIAL FUNCTIONS
May update the Center for Global Health website. (2%)
Perform other duties as assigned. (3%)
CONTACTS
Department: Daily contact with departmental staff and center director to maintain workflow.
University: Weekly contact with other university departments to exchange information.
External: Weekly contact with travel and accommodation vendors to exchange information.
Students: Monthly contact with students to exchange information.
SUPERVISORY RESPONSIBILITIES
This position has no direct supervision of staff employees. Oversee general operations of clerical staff.
QUALIFICAITONS
Experience: 5 years of related secretarial experience required.
Education: High school education required.
REQUIRED SKILLS
Excellent communication skills: Understanding written sentences and paragraphs in work related documents. Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times. Communicating effectively in writing as appropriate for the needs of the audience. Talking to others to convey information effectively.
Ability to actively learn - understanding the implications of new information for both current and future problem-solving and decision-making.
Ability to operate copy and fax machines to perform calculations and produce documents.
Ability to meet consistent attendance.
Ability to interact with colleagues, supervisors and customers face to face.
Demonstrated history of successful support, education, and advocacy for all students, aligned with the values, mission, and messaging of the university, while adhering to the staff policy on conflict of commitment and interest.
WORKING CONDITIONS
General office environment. Position involves high demands with the need to successfully complete large assignments with firm deadlines on-time and the ability to complete some assignments with short lead times. The employee will perform repetitive motion using computer mouse and keyboard to type.
Requirements
QUALIFICAITONS
Experience: 5 years of related secretarial experience required.
Education: High school education required.
