What are the responsibilities and job description for the Administrative Assistant III (Chattanooga, TN) position at Morehouse School Of Medicine?
Performs comprehensive and specialized administrative functions of a highly responsible and confidential nature for the Regional Dean, Chattanooga area.
Maintain the regional office using considerable discretion and independent latitude. Administratively support efforts and collaboration across multiple institutional offices’ (MSM, MiCA, VMFH, and CSH) and cross-functional high-performing teams at UGME and GME, research and health career training program level, as well as outside higher ed/ professional institutions, community nonprofits, and corporations.
Maintain the regional office using considerable discretion and independent latitude. Administratively support efforts and collaboration across multiple institutional offices’ (MSM, MiCA, VMFH, and CSH) and cross-functional high-performing teams at UGME and GME, research and health career training program level, as well as outside higher ed/ professional institutions, community nonprofits, and corporations.
- Coordinate operational and planning activities to ensure the timely flow of information to and from the office of the Regional Dean.
- Performs administrative support functions in a manner that maintains high accuracy and represents the organization’s values.
- Communicates & responds to the needs of the Regional Dean in a timely and proactive manner, utilizing problem-solving skills.
- Ensures information flows to and from the executive office via all types and methods of communication (correspondence, meetings, speeches, etc.)
- Ensures appropriate decision-making protocols are followed based on organizational policies and procedures.
- Serves as representative and ambassador for the Regional Dean as directed. Oversee the office’s daily activities, engaging and collaborating with staff across multiple campuses as it applies to standard work for the executive office.
- Works with staff across institutions to ensure the system-wide calendar’s accuracy, coordination, and prioritization.
- Review correspondence and draft responses for the executive as appropriate and/or forward them to the appropriate person for response and/or reply.
- Interfaces with MSM, CommonSpirit Health and Virginia Mason Franciscan Health teams and leaders to coordinate communication, meetings and interactions for the Regional Dean.
- Facilitates prompt action on new and renewal contracting. Ensures the Regional Dean’s calendar includes appropriate time and details for presentations, leading forum activities and discussions.
Description of Job Duty:
Administrative Support:
- Assist the Regional Dean with various administrative tasks, including scheduling meetings, managing calendars, booking travel arrangements, and handling expense submissions. Manages the daily operations.
- Provide support for special projects as needed, demonstrating flexibility and a willingness to take on diverse tasks.
- Plans and organizes departmental meetings and training sessions.
- Responsible for maintaining department directors and program manager’s calendar.
- Assists in the development of administrative departmental operating policies.
- Serves as department liaison for customers and responds to inquiries and general information requests.
- Composes routine correspondence, types, formats and proofreads memos, letters, forms, manuscripts, and grant proposals.
Event Coordination:
- Assist in the planning and coordinating special events and activities as required, contributing to the success of various departmental initiatives.
Administrative Tasks:
- Perform word processing, desktop publishing, graphics work, and data entry to support office operations.
- Prepare requisitions, check requests, blanket purchase orders, and other financial documents, ensuring accuracy and compliance with established procedures.
Supply Management:
- Generate purchase and order lists for office supplies and equipment and liaise with local vendors to procure necessary items to meet departmental needs efficiently.
Required Minimum Knowledge, Skills, Abilities and Training:
- Exceptional interpersonal skills and strong managerial ability.
- Ability to interact and influence at the most senior levels of multiple organizations and to work collaboratively across function, level, and departments toward shared objectives.
- Excellent organizational skills to maintain fast-paced office environment communications, files, and all supportive functions.
- Ability to work cooperatively and strategically in a team environment with all levels of professional, technical, and administrative staff and to integrate resources on a timely and organized basis.
- Established skills in planning and managing multiple projects/agendas.
- Well organized and able to prioritize and manage competing priorities.
- Proficient in Microsoft Office and Google Applications.
Minimum Qualifications
- Associate’s Degree from a regionally accredited college or university
- Minimum of three (3) years of related experience.
- Must be proficient in Microsoft Office Suite.
- Ability to communicate effectively orally and in writing.
- Must be able to type 45 WPM.
- Associate’s Degree; In lieu of educational requirements, experience may be substituted on a year-for-year basis.
- 2-4 years of related experience. Must type 50 WPM. Must be proficient in Microsoft Office Suite and Google Applications.
Preferred Qualifications
- Bachelor’s Degree preferred from a regionally accredited college or university
- Experience working in an academic and clinical setting with matrixed reporting relationships is also preferred.
Closing Date
Open Until Filled
Yes
Special Instructions to Applicants
Quick Link
https://careers.msm.edu/postings/22432
EEO Statement Summary
Morehouse School of Medicine is an equal opportunity/equal access/affirmative action employer fully committed to achieving a diverse workforce and complies with all Federal and Georgia State laws, regulations, and executive orders regarding non-discrimination and affirmative action. Morehouse School of Medicine does not discriminate on the basis of race, age, color, religion, national origin or ancestry, sex, gender, disability, veteran status, genetic information, sexual orientation, or gender identity or expression.
Job Duties
Description of Job Duty
Administrative Support:
- Assist the Regional Dean with various administrative tasks, including scheduling meetings, managing calendars, booking travel arrangements, and handling expense submissions. Manages the daily operations.
- Provide support for special projects as needed, demonstrating flexibility and a willingness to take on diverse tasks.
- Plans and organizes departmental meetings and training sessions.
- Responsible for maintaining department directors and program manager’s calendar.
- Assists in the development of administrative departmental operating policies.
- Serves as department liaison for customers and responds to inquiries and general information requests.
- Composes routine correspondence, types, formats and proofreads memos, letters, forms, manuscripts, and grant proposals.
Event Coordination:
- Assist in the planning and coordinating special events and activities as required, contributing to the success of various departmental initiatives.
Administrative Tasks:
- Perform word processing, desktop publishing, graphics work, and data entry to support office operations.
- Prepare requisitions, check requests, blanket purchase orders, and other financial documents, ensuring accuracy and compliance with established procedures.
Supply Management:
- Generate purchase and order lists for office supplies and equipment and liaise with local vendors to procure necessary items to meet departmental needs efficiently.
** The above statements describe the general nature and level of work being performed by individuals assigned to this classification. This is not intended to be an exhaustive list of all responsibilities and duties required of personnel so classified.
Pre-Employment/Employment Requirements
All offers of employment are contingent upon successful completion of all pre-employment screenings.
Immunization
Immunization Requirements
It is MSM’s Immunization policy that all Prospective Employees are encouraged to provide proof that they are vaccinated against COVID-19 prior to commencement of employment. If employment will commence during Flu Season, MSM requires all individuals to provide proof that they are vaccinated against Seasonal Influenza for the current Flu Season, unless granted an exemption. Failure to provide proof of vaccination for any required vaccines or obtain an exemption from MSM will result in rescission of a candidate’s offer of employment or disciplinary action up to and including termination.
Posting Specific Questions
Required fields are indicated with an asterisk (*).
- * Do currently reside in the Chattanooga, TN area?
(Open Ended Question)
- * Are you comfortable working on-site?
(Open Ended Question)
- * Please detail in full your prior experience providing C-Suite professional administrative support, ensuring the inclusion of length of service and industry.
(Open Ended Question)
- * Please provide your salary requirement. Do Not Enter Negotiable, a specified salary range is required. Not providing a salary requirement will result in your application being incomplete and will not be considered.
(Open Ended Question)
Applicant Documents
Required Documents
Optional Documents
- Curriculum Vitae or Resume
- Cover Letter
