Administrative Assistant - Psychiatry

This position serves as assistant for Chair and Vice Chair and reports directly to the Administrative Manager. The ideal candidate will have the ability to think critically and communicate effectively with a diverse group of internal and external constituents and will have previously provided a broad range of administrative support services. The role will require supporting multiple individuals, sometimes located in multiple locations.

The candidate must adapt to new environments, maintain an organized workspace, and work with the main office location at the Pelotonia Research Center on Kenny Road.

• Professional written and verbal communication.
• Liaison to leadership offices and other constituencies regarding a broad range of organizational issues.
• Greeting and guiding visitors.
• Providing comprehensive administrative support in service of patient care, academic and research missions.
• Scheduling business travel arrangements (car services, restaurant reservations, air, and hotel).
• Managing travel expense reports and reimbursable expenses for the Chair, Vice Chair, and the team.
• Creating, composing, preparing, proofreading, distributing and filing correspondence, presentations, manuscripts, abstracts, publications, reports, agendas, meeting minutes and other documents.
• Maintaining CV and tracking CME.
• Coordinating scheduling of conference rooms for multiple locations.
• Assisting scheduling for Psychiatry Leaders when needed.
• Overseeing set‑up and maintenance of office files and retention of division records.
• Coordinating staff training in collaboration with the administrative manager.
• Assisting Chair & Vice Chair staff with ordering supplies and processing expenses; handling reimbursements for membership renewals, conferences, and trainings; processing Work Day actions such as Costing Allocations, Spend Authorizations, and Expense Reports.
• Assisting in the coordination of faculty recruitment activities: entering requisitions, maintaining correspondence with candidates, managing travel and reimbursements, and coordinating on‑site and virtual visits; assisting with pre‑ and post‑hire travel.

High School diploma or GED. Certification or vocational training may be required. Associate degree in a related field may be preferred. 2 years of relevant experience required. 4–6 years of relevant experience preferred.

The university is an equal opportunity employer, including veterans and disability.