Sr. Administrative Associate- American Heart Association

Leads and directs provision of secretarial, clerical, and administrative support services for department/service. May plan work schedules to ensure adequate coverage for critical administrative/clerical functions. Monitors and ensures work is performed in conformance with established hospital and departmental policies and procedures. Recommends, implements, and maintains internal office systems and procedures. Recommends and assists in development and implementation of departmental administrative policies and procedures.

Monitors and maintains department recordkeeping systems, including highly sensitive and/or critical administrative and financial data. Oversees input of information into computer databases and spreadsheets, monitors data validity, and compiles, prints, and distributes periodic reports and other information as needed. Evaluates, recommends, and implements changes or upgrades in systems as appropriate. Monitors and reconciles budget reports and department expenses, researching and resolving errors or discrepancies.

Collects, organizes, and prepares information, documents, and other materials required for preparation of annual budget, grant applications, and other complex reports and documents for administrative, financial, clinical, and/or research purposes. Collects and compiles data from diverse sources, performs calculations, creates computer spreadsheets, graphs, and charts, prepares analyses for supervisor's review. Organizes and maintains daily administrative operations of department. Prepares, verifies, and monitors departmental payroll and maintains related records.

Prepares periodic reports and documents to comply with hospital, governmental, regulatory, and/or funding agency requirements. Monitors employee review dates, terminations, and other personnel actions and initiates required forms and documents. Initiates, routes, and tracks administrative forms such as purchase orders, payment requisitions, and physician reappointment forms. Coordinates administration of departmental fellowship and/or residency programs, training grants, and related programs. Records and monitors receipt of application materials and schedules interviews.

Communicates with applicants, other hospital departments, and institutions by phone or in writing to assess status of applications/appointments and exchange information. Collects, prepares, routes and tracks required appointment, credentialing and licensure documents. Compiles and maintains related files and records. Plans, prepares, and organizes logistic and administrative requirements for seminars, conferences, and other special programs or events. Obtains and organizes planning information, prepares or orders publicity materials and advertisements, reserves event location(s), and secures necessary supplies, equipment, and services.

Prepares program syllabus/schedules, collects and organizes teaching materials, receives and records registration forms and fees, and monitors expenses. Schedules appointments and meetings and maintains supervisor's personal calendar. Reserves meeting locations, orders needed supplies and services, and prepares agenda and other materials. Prepares travel arrangements, including airline reservations and hotel accommodations, as necessary. Monitors and maintains department supply inventory and computer equipment.

Authorizes purchase of standard departmental supplies and equipment repair services within established budget allocations. Evaluates and recommen