Administrative Assistant

Job Description

Functions as an Administrative Assistant serving as a member of the administrative support team of Chair, Senior Department Administrator and Associate Director in the Department of Internal Medicine (DOIM); performs a broad range of multi-faceted administrative and secretarial duties and assists in the details of departmental matters to conserve time of DOIM Leadership team; effectively anticipates support needs and prioritizes duties; proactively manages calendars and meetings; answers or directs phone calls as appropriate; oversees and coordinates distribution and flow of information; identifies issues to be addressed directly by Senior Department Administrator; handles routine actions and determines appropriate disposition of other matters; utilizes knowledge and understanding of underlying operational issues to create, compose, and edit administrative correspondence and documentation; resolves problems as needed; confers with Assistant to Chair on the distribution/flow of information and the disposition of issues for the Chair; conveys directives and sensitive information; prepares and distributes agendas and other appropriate materials for meetings; ensures DOIM Leadership team are properly prepared with necessary paperwork and backup materials for meetings, presentations and other contacts with internal and external constituencies; arranges complex and detailed travel plans and itineraries and compiles documents for travel-related meetings; researches information, gathers amp; compiles statistics, and computes various data; prepares special and/or one-time reports, summaries, or replies to inquiries for Senior Department Administrator, selecting relevant data from a variety of sources; organizes and facilitates special events to include scheduling and coordinating dates and times, venues, attendance, agendas, and facilities; oversees set up and maintains office files and retention of correspondence and reports available for reference.

Minimum Education Required

Per Classified Civil Svc Specs or equivalent combination of education and experience Required Qualifications

Per CCS Specifications. Six months experience (600 hrs coursework or training) in customer service or communications, including researching, analyzing and interpreting information; three months experience (300 hrs coursework) in budgeting. Requires successful completion of a background check; qualified candidates may be asked to complete a pre-employment physical, including a drug screen.