Sr Administrative Specialist

The Sr Administrative Specialist provides administrative support for tasks including office management, vendor coordination, report and document preparation, departmental visitation and recruitment, faculty support, and communication/telephone calls.

• Provide day-to-day administrative support, such as responding to calls, managing/tracking office supplies, document formatting & editing, mail, tracking and maintaining vendor contracts, scheduling meetings, etc., independently.
• Coordinate with external vendors to support event organization for own team/department.
• Manage standard communication with internal/ external members on routine matters.
• Create standard reports related to budget and variance, expenses, etc.; ensure documentation and data management while protecting confidentiality where needed.
• Support a faculty member or leader(s) with activities related to scheduling, communication, managing lab setup, grants, etc., as appropriate within own scope of work.
• Support in the recruitment process by developing & coordinating itineraries for departmental visitors or new recruits.
• Perform other duties as assigned to meet the goals and objectives of the department and institution.
• Maintain regular and predictable attendance.
• Consistently meet job expectations, adhere to policies, and deliver quality work while applying St. Jude values and principles. Managers evaluate employee performance throughout the year—specifically through the spring and fall Check In milestones and the Annual Performance Review. All employees are encouraged to actively participate in these performance management processes.

• High school diploma/GED required.
• Bachelor's degree preferred.

• Minimum Requirement: 4+ years of experience in administration or related areas.
• Experience Exception:
  Bachelor's degree with no experience required.
• Some experience with activities involving planning, organizing, and coordinating is important.
• Experience with tasks that involve managing routine or repetitive activities, high attention to detail, and clear communication is critical.
• Demonstrated experience working with office technologies including Microsoft Office (Word/ Excel/ Power point, etc.).

• Ability to understand and adapt to changing priorities. Skills in structured problem-solving and openness to learning new approaches to execution.
• Is able to apply knowledge/skills within own area to deliver tasks with limited guidance
• Addresses problems in a structured, logical approach. Asks for guidance and tries out new ideas when changes in approach are required. Adapts quickly and positively; learns from mistakes.
• Skills in clear and effective communication (written and verbal) and timely exchange of information with relevant stakeholders for work outcomes.
• Questions, clarifies, and provides explanations as needed. Checks documents and reports for clarity and accuracy. Seeks and provides information within and outside the team in a timely manner.
• Skills in planning, prioritizing, and organizing work well. Ability to deliver under tight timelines with focus on quality and efficiency.
• Plans around multiple tasks and priorities well within own work. Able to cope with unexpected changes in routine and deliver planned outcomes on time. Escalates issues/problems and seeks support in a timely manner.
• Skills in managing communication, especially with senior executives and handling sensitive information. Ability to manage day to day administrative activities and queries and solve problems in a structured manner.
• Exhibits a strong understanding of communication and collaboration tools and uses them to draft emails, presentations and reports for senior…