Administrative Specialist - Executive Chair Support, non-clinical

Position Summary

Under guidance, provides a wide range of administrative and secretarial support to senior staff within the department

Job Responsibilities

• Coordinates calendars and schedules appointments and meetings. Prioritizes requests for meetings and coordinates the necessary arrangements for meetings.
• Initiates and prepares written correspondence as needed and based on functional needs.
• Responsible for procurement activities related to goods, services, and / or equipment as needed.
• Responsible for disbursement / reimbursement activities as needed.
• Maintains inventory of supplies, equipment and / or reagents. May order supplies / equipment / reagents as authorized or ensure that needs are escalated appropriately. Receives supply orders and confirms accuracy of delivery. May assist with cost control.
• Maintains electronic and hard copy files and databases. Maintains integrity of information.
• Answers phones, responds to inquiries and triages calls to appropriate personnel.
• Responsible for travel and conference arrangements. Organizes itinerary, makes appropriate reservations for travel and accommodations.
• Records and distributes meeting minutes.
• Routinely analyzes and evaluates workflows to ensure maximum efficiency.
• Assists with responsibilities associated with professional organizations and external advisory boards and committees, which may include membership renewals, professional certifications, and journal renewals.
• Receives, sorts and distributes mail; accepts and signs for package deliveries.
• Performs other duties as assigned or required.

Education

Experience

Bachelor's degree is preferred.

Approximately 2 years of related experience providing secretarial support to senior leadership

Knowledge, Skills and Abilities

Licenses and Certifications

Working Conditions / Physical Demands

Standard office work

Salary : $30 - $36