What are the responsibilities and job description for the Administrative Assistant, Gerontology position at Wake Forest Baptist Health?
Position Summary:
We are seeking a highly skilled Administrative Assistant to provide executive-level support for our faculty. This role is ideal for seasoned administrative professionals with a minimum of five years of experience, preferably supporting C-suite executives or high-level faculty in a fast-paced environment. The candidate must be highly organized, proactive, and possess excellent writing, proofreading, and editing skills. Strong prioritization skills, high-volume calendaring, and the ability to coordinate domestic and international travel are essential.
Experience/Education:
- Minimum of 5 years’ experience as an Administrative Assistant; Executive or C-suite experience strongly preferred.
- Associate’s degree or equivalent education/experience preferred.
- Experience in administrative roles within a clinical or academic setting is desirable.
Essential Functions:
Administrative & Executive Support:
Manage high-volume calendar scheduling and prioritize key engagements.
Coordinate domestic and international travel, including detailed travel packets.
Support faculty with ordering, reimbursements, and organizing/creating promotion packets including travel reimbursements in Concur.
Follow up on tasks to ensure timely completion.
Maintain faculty CVs, Biosketches, and Other Support documents.
Draft, proofread, and edit professional correspondence, reports, and manuscripts.
Handle confidential and sensitive information with discretion.
Event & Meeting Coordination:
Plan and organize meetings, including reservations, invitations, and itineraries.
Arrange catering and oversee setup and cleanup logistics.
Manage vendor quotes and event logistics.
Provide flexibility for special events, including after-hours support and coordination of transportation as needed.
Clinical & Research Administration:
Manage clinical schedules using QGenda.
Coordinate credentialing and compliance for incoming providers.
Assist with Conflict of Interest (COI) compliance.
Support PIs in tracking faculty effort and running labor reports.
Maintain accurate records to support grant submissions and reporting.
Skills and Qualifications:
Exceptional written communication, proofreading, and editing skills.
Strong organizational and time-management abilities.
Ability to prioritize and work independently in a fast-paced environment.
Proficiency in Microsoft 365, including Outlook, Word, Excel, and PowerPoint.
Knowledge of Adobe Pro for document editing and management.
Experience with ERP systems such as Oracle and Workday.
Experience with clinical management software such as QGenda preferred.
Strong relationship-building skills with faculty, medical staff, and external departments.
Team player who supports other administrative staff and fosters positive relationships across departments.
Desirable Attributes:
Proactive, detail-oriented, and self-motivated.
Ability to anticipate needs and take initiative.
Strong multitasking skills with a focus on efficiency.
Ability to maintain confidentiality and professionalism.
This role is essential to ensuring the smooth operation of our faculty and clinical teams. If you excel in a high-volume, executive-level administrative role, we encourage you to apply.
