Administrative Assistant Senior

How to Apply

A cover letter is required for consideration for this position and should be attached as the first page of your resume. The cover letter should address your specific interest in the position and outline skills and experience that directly relate to this position.

Job Summary

The mission of the Department of Epidemiology is to contribute to the reduction of disease burden in human populations through research, education, and service. You will join an administrative team to support the academic needs of the chair of the Epidemiology department, along with supporting key staff members.

Responsibilities
* Provide administrative support to the Department Chair

* Initiate confidential correspondence for the Chair. Exercise a high level of initiative, discretion, and judgment regarding sensitive and confidential matters. Create and maintain filing systems for shared drives.

* Maintain the Department Chair's calendar, create MOUs, meeting agendas, and take meeting minutes. Make necessary travel arrangements for the Chair, prospective faculty, and visitors.

* Coordinate department faculty and other meetings, including preparation and distribution of agendas, minutes, and other materials. Follow up after meetings to ensure that appropriate action is initiated. Coordinate special events and visiting speakers.

Faculty affairs

* Assist with Faculty Affairs processing. Maintain the confidential documents for the chair for the annual faculty merit cycle, including collecting and tabulating data, proofreading, and editing.

* Provide administrative staff support for faculty search and recruitment, including advertising positions, maintaining candidate files, arranging candidate visits, and preparing appointment packages.

Purchasing and department support

* Triage and respond to needs from the community via TDX and email. Process purchase orders and supplies orders via Marketsite.

* Provide administrative support to department committees and department events.

Required Qualifications
* * An undergraduate degree and 2 to 4 years of administrative experience or an equivalent combination of education and experience.

* Experience using a combination of Google apps, Microsoft Office suite, Adobe Acrobat, and/or project management tracking software.

* Proven ability to use discretion when dealing with sensitive information and a focus on customer service are necessary.

* Proven ability to work with individuals from diverse communities and cultures.

* Strong written and verbal communication skills, with the ability to communicate clearly, effectively, accurately, and concisely

Modes of Work

This position is Hybrid, with a schedule of three days on-site and two days remote at the discretion of the hiring department. Work agreements are reviewed annually at a minimum and are subject to change at any time, and for any reason, throughout the course of employment. Learn more about the work modes