Administrative Assistant - onsite

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We have an exciting opportunity to join our team as an Administrative Assistant. The Department of Psychiatry is seeking a full-time Administrative Assistant to support the Vice Chair for Research and provide back up support to the Chair with a variety of administrative support duties including but not limited to answering phones, scheduling meetings, greeting visitors, distributing mail, and ordering supplies.

• Provide administrative support to the Vice Chair and Chair (as needed) including but not limited to answering phones, scheduling and maintaining appointment calendars, job-talks, research rounds, organizing events and maintaining office supplies and equipment.
• Schedule research recruitment visits including travel accommodations and itineraries, as well as reimbursement of related expenses.
• Coordinate job talks for research recruits including distribution of announcements, booking of conference rooms and managing audio visual.
• Coordinate weekly research rounds and monthly research business meetings in conjunction with Vice Chair for Research.
• Initiate and coordinate resolution of problems with appropriate parties and departments, settles phone inquiries.
• Prepare correspondence and announcements as needed.
• Manage patient appointments in Epic as needed.
• Plan and organize Department events including annual Holiday Parties, APA Reception and special events as needed.
• Sort and distribute mail, schedule conference rooms.
• Maintain pantry/copy room, ensure office supplies and copy paper are adequately stocked, call for repairs of copier as needed.
• Manage the exam, phlebotomy and patient interview room calendars including signing in/out room key, ensure adherence to waste disposal procedures, order supplies, manage bills and the calibration of equipment as needed.
• Liaise with Building Coordinator for repairs/maintenance as needed.
• Maintain conference rooms including audio visual equipment.
• Request office keys as needed.
• Provide back up support for Executive Assistant to the Chair.
• Perform all other duties as assigned.

• To qualify you must have an Associate's degree in a related field. Minimum of three years of related experience in an administrative support role or the equivalent combination of education and experience.
• Proficient in the use of Microsoft Office Word, Excel, and Access.
• Ability to develop moderately sophisticated spreadsheets; set up routine computer procedures; resolve simple software/hardware problems.
• Ability to access e-mail, electronic calendars, and other basic office support software.
• Effective oral, written, communication, interpersonal and customer service skills.
• Ability to proofread documents and write clear, concise first draft.
• Ability to type at a speed of at least 50 net words per minute.
• Ability to multi-task while paying attention to detail.
• Ability to exercise administrative…