Office Assistant III

Position Summary

The Department of Medicine seeks an energetic, engaged, and hard-working individual to support the Vice Chair of Translational and Basic Science, Vice Chair for Research and additional faculty as assigned in Grand Rapids, Michigan. Provides a wide range of support services including but not limited to:reviews, interprets, summarizes, and prioritizes incoming information and documents to ensure prompt attention; maintains assigned faculty calendars including scheduling meetings, registering for conferences, making travel arrangements and preparing reimbursement documents;

prepare, schedule and coordinate faculty searches; coordinate visiting speakers or lecture series by organizing, identifying, and liaising with speakers and presenters.

Key Responsibilities:

• Maintain and coordinate assigned faculty calendars including teaching, research activities, academic presentations (e.g., Grand Rounds), committee meetings, university functions, and professional society commitments (e.g., AMA, ACP).
• Prepare, schedule and coordinate faculty searches. Contact candidates, make travel arrangements including lodging if necessary, schedule interviews, talks, meals, etc. Escort candidates to interviews. Provide transportation if necessary. Ensure travel authorizations are accurately completed and submitted for candidates. Request reimbursement if applicable.
• Coordinate meetings, retreats, research events, and lecture series, including agenda preparation, minute taking, ordering refreshments, and supporting speaker logistics.
• Process Pcard transactions and reconcile statement.
• Assist with departmental communication efforts, including preparing periodic newsletters (e.g., News Blast) in collaboration with DOM Communications.
• Coordinate and process faculty travel including pre-travel authorization, coordinating schedules, reservations (hotel, airfare, etc.), complete travel authorization and submit documentation for reimbursement.
• Teaching support including coordinating schedules and materials such as PowerPoint presentations, AV and conference room reservations and other needs.
• Complete I‑9 verification as needed.
• Provide coordination and administrative support for the departmental mentoring program.
• Update faculty CVs.
• Collect scholarly metrics for faculty.
• Process faculty disbursement vouchers and membership renewals.
• Tracks and maintains manuscripts submitted and published by the manuscript writing and grant writing groups on an annual calendar basis.
• Assist with departmental mail distribution.
• Manage supply inventory and process ordering for faculty and staff.
• Additional faculty support, departmental operations and special projects as required by the department.
• Assist in training and onboarding new support staff.
• Perform other administrative duties as assigned by faculty, supervisor or Department Administrator.

Knowledge normally acquired through a high school education; three to five years of related and progressively more responsible or expansive work experience in word processing, spreadsheet, database and/or desktop publishing software; presentation and webpage software; typing and filing; maintaining accounting ledgers; or an equivalent combination of education and experience.

This position requires knowledge of Enterprise Business Systems (EBS), effective knowledge and use of Microsoft Office Suite, Qualtrics, multi-calendar scheduling, general administration skills and organizational skills while maintaining a positive attitude and consistently keeping in mind the continued goals and values of the department as necessary to facilitate the department’s growth. This position requires the ability to be a self-starter and work independently as well.

Ability to manage multiple, simultaneous projects and schedules with overlapping timelines and demands, render decisions based on relevant information, use good judgement, and maintain confidentiality. Excellence in communication and interpersonal skills and ability to interact with varied constituents in a timely, courteous, and professional manner; ability to interpret information to coordinate projects and respond to questions; demonstrates a work orientation that includes problem solving, teamwork and adaptability to change, focus on service, and continuous learning for self-improvement.

Knowledge equivalent to that which normally would be acquired through the first two or three years of college, such as an Associate's degree in a business-related field. Three to five years of related work experience in Executive administrative support. Ability to manage multiple, simultaneous projects and schedules with overlapping timelines and demands; experience working with academic departments, colleges, and public/community organizations;

experience coordinating visiting speakers or lecture series by organizing, identifying, and liaising with speakers and presenters; ability to work/think independently, render decisions based on relevant…