Administrative Assistant

Job Summary:

• The Business Administrator manages the day-to-day operation of a complement of sections in the Department of Pediatrics. The incumbent performs a range of professional activities in support of research, clinical, and educational missions and related programs and projects. Collaborates closely with the Section Administrator to meet the needs of assigned sections.

This role has five (5) main areas of responsibility:

• operations, finance, academic affairs, personnel management, and oversight of residency and fellowship training programs. Additionally, the incumbent facilitates research initiatives of the faculty and staff.

Qualifications:

• Education:
• Bachelor's degree in health administration, public policy, business, accounting, or related health/human services field.

Experience:

• 3 years of experience in a healthcare setting.
• 3 years of progressively responsible administrative experience.
• Supervisory experience.
• Experience with handling a large volume of work is often restricted by deadlines.
• Previous experience working within a university, clinical setting, or academic medical center environment.
• Previous experience managing complex research and grant portfolios.
• Previous experience in data analytics.
• Previous experience with quality improvement practices.

Preferred Competencies:

• Self-starter who can operate in a complex administrative environment with limited oversight.
• Familiarity with general business practices.
• Commitment to providing a high level of service and working in a team environment.
• High degree of professionalism and emotional intelligence.
• Attention to detail.
• Ability to handle confidential information with utmost discretion.
• Excellent interpersonal, oral, and written communication skills.
• Ability to handle multiple tasks simultaneously and under tight deadlines.
• Strong analytical and organizational skills.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint).
• Familiarity and comfort working with physicians and nurses.
• Familiarity working in an academic medical center environment.
• Grant management experience.

Responsibilities:

• Performs ongoing assessments of office organization and function, identifies operational deficiencies, and recommends and implements solutions.
• Assists PIs with coordination of all functions necessary to support a research group.
• Partners with physicians, nurses and other staff members to provide broad administrative support, including oversight of academic appointments, medical staff privileges, recruitment, onboarding, off-boarding, and promotion.
• Assists with coordination of all functions necessary to support the residency and/or fellowship training programs, including management of interview schedules, troubleshooting and onboarding and off boarding.
• Assist Section Chief and Section Administrator with operational and administrative needs as requested.
• May manage special projects or functions related to the business of the organizational unit.
• Serves as a liaison with Research Administration and supports management and reconciliation of research accounts, including pre-award and post-award.
• In partnership with Departmental Human Resources (HR), manages various HR needs, including hiring, termination, time and attendance, payroll, as well as employee and labor relations.
• Researches, compiles, and analyzes data to create reports, proposals and business plans.
• Examine and apply information thoughtfully to help solve problems and improve and optimize processes.
• Assists in space planning and adjustments.
• Manages day-to-day facility issues and monitors overall environment.
• Professionally support clinical department management. Implement plans for clinical educational programs and initiatives.
• Monitors finances for the clinical section. Provides management with regular updates and ensures that spending limits are adhered to and are within budget.
• Assists faculty in the pursuit of grants and awards. Conducts special studies and projects, including the development and enhancement of funding opportunities by working closely with the faculty in the section.
• Acts as a liaison between the section and other University departments.
• Performs other related work as needed.

Comments/Special Instructions:

• Although we might extend the assignment end date, at the moment, we anticipate the assignment being 3 months since it is for staff on leave of absence and a vacancy.
• The position is onsite.

Main skills for in this role:

• Operations/project management, finance and budgeting, data analytics, personnel management, familiarity or previous experience with academic affairs and residency/fellowship programs would be helpful.
• Soft skills: strong communication skills (written and oral), time management, adaptability, emotional intelligence to build rapport with diverse teams and handle sensitive situations with discretion. Software: MS Office.