What are the responsibilities and job description for the Administrative Assistant position at Southern Research?
Administrative Assistant
General Summary
This position is an individual contributor role which focuses on implementing a variety of necessary operational and administrative activities / tasks that expedite the workflow in Medical Affairs & Patient Advocacy.
Key Responsibilities
- Provide high level administrative support and organization to Medical Affairs and the Chief Medical Officer.
- Coordinate meetings and preparation of meeting minutes as requested.
- Prepare and process various types of reports, forms, correspondence, meeting minutes, and memos
- Coordinate travel arrangements as required and ensure they are recorded
- Document Maintenance – Organizes, maintains paper and electronic files, creates presentations, reports and documents as necessary.
Job Specific Responsibilities
- Coordination - performs and coordinates the department’s administrative activities to include planning and scheduling meetings, ordering and maintaining office supplies, filing, answering internal and external inquiries.
- Develop effective working relationships with appropriate internal and external resources / customers/clients
- Perform routine maintenance on department software (back up data, software and virus upgrades, clean system of unneeded files)
- Utilize knowledge of internal procedures to accomplish work tasks.
- Prepare monthly reports (i.e., inventory, budget, etc.) as needed and as requested
- Focus on task accomplishment; utilize effective time management techniques to ensure task deadlines are met.
- Maintain confidentiality and security of sensitive information
- Helps guide internal stakeholders in efficient use of Medical Affairs department resources.
- Performs other duties as required by management
Requirements/Minimum Qualifications
- High School Diploma / GED and 6-8 years related experience, Associate Degree and 4-6 years of experience or Bachelor’s degree and 1-2 years relevant experience.
- Excellent organizational and administrative skills with strong attention to detail. Excellent written communication skills
- - Highly skilled in writing great emails, an expert in shorter vs longer summaries, and known for making amazing PowerPoint decks.
- Uses sound and ethical judgment within defined practices and procedures.
- Proficiency in MS Office Suite and ability to learn other database management platforms.
Preferred Qualifications
- Experience supporting staff/projects in a life-science environment desired.
Core Values
Cultivating human connection – putting people first. We know that every individual makes a difference and that no one can do it alone. We believe the world’s most powerful resource is human potential. We are an inclusive and courageous team where innovation and diversity of though go hand in hand. We understand that relationships move at the speed of trust.
Operating with precise execution – measuring what matters and owning results as a team. We leverage data to drive decisions that advance science. We recognize the importance of a stable foundation coupled with an agile mindset. We hold ourselves accountable and take pride in our work. We give and receive candid feedback as a gift that keeps us growing.
Harnessing relentless curiosity – our unstoppable, innovative force. We are driven to ask sharp questions and push the boundaries of knowledge. We use creativity and critical thinking as catalysts for finding solutions that change lives. We learn by doing, consistently striving to improve our relationships, training, methodologies, questions and results.
Stewarding a healthy community – implementing sustainable operations for a safe, engaging environment. We don’t compromise on safety and health for our employees, customers or community. We believe a healthy community begins with inclusive economic opportunities. We respect the dignity of the patients we ultimately serve. We are motivated to serve communities that are underserved and markets that are overlooked.
Job Specific Behaviors
Attention to Detail - Ensures details of assigned tasks are followed
Stress Tolerance - Maintains effectiveness when experiencing major changes in work tasks or the work environment; adjusting effectively to work within new work structures, processes, requirements or cultures.
Quality Orientation - Accomplishes tasks by considering all areas involved; no matter how small; showing concern for all aspects of the job; accurately checking processes, procedures and tasks; being watchful over a period of time
Attendance/Punctuality - Is consistently at work and on time
Planning and Organization - Systematically identifies issues to be addressed and plans a course of action for self to ensure the accomplishment of specific objectives.
Technical Expertise - Applies functional knowledge, skills, experience and judgment to accomplish end results, serve customers better and contribute to the organization’s intellectual capital.
Work Environment & Conditions
This position is typically located in an office environment.
