Administrative Associate 3- Pediatrics

Market Range:06

Hiring Salary: $19.67/Hourly

The Administrative Associate 3 performs a wide range of complex administrative support and clerical duties in support of the Department of Pediatrics.

EDUCATION: High School Diploma or GED. (TRANSCRIPT REQUIRED)

EXPERIENCE: Four (4) years of administrative support experience; OR Bachelor's Degree in lieu of experience; OR combination of education and experience to equal four (4) years.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Proficiency with Microsoft Office suite and medical terminology.
• Ability to work independently and easily adapt to frequently changing priorities.
• Ability to communicate in a professional manner with diverse levels of people and maintain a high degree of confidentiality
• Provides a wide range of complex office administration and support for assigned divisions while serving as principal contact and liaison with all University and external contacts for the division.
• Develops departmental systems and procedures and communicate policies and procedures to staff.
• Assist with the coordination of faculty recruitment, faculty certification and promotion processes.
• Manages faculty calendars, including building/inputting on-call schedules using scheduling (Amion) software.
• Coordinates division events, including conferences, seminars and departmental routine meetings.
• Monitors budget including tracking account expenditures and assisting with monthly report generation.
• Coordinates with PI to ensure accounts are approved and reconciled within University Policy.
• Coordinates electronic reconciliation of monthly ledgers; investigates and alerts faculty of discrepancies; processes accounts payable/receivables including procurement card purchasing and reconciliation in line with University policy.
• Assist with acquiring articles from journals, books and other material for faculty use in teaching.
• Assist in arranging schedules and drafting itineraries for visitors, faculty candidates, speakers, and other special guest; prepares agenda and travel itineraries as needed.
• Organizes and assists with special projects as directed by the Division Chief, faculty, and Department Administrators.
• Performs other duties as assigned.
• Provides a wide range of complex office administration and support for assigned divisions while serving as principal contact and liaison with all University and external contacts for the division.
• Develops departmental systems and procedures and communicate policies and procedures to staff.
• Assist with the coordination of faculty recruitment, faculty certification and promotion processes.
• Manages faculty calendars, including building/inputting on-call schedules using scheduling (Amion) software.
• Coordinates division events, including conferences, seminars and departmental routine meetings.
• Monitors budget including tracking account expenditures and assisting with monthly report generation.
• Coordinates with PI to ensure accounts are approved and reconciled within University Policy.
• Coordinates electronic reconciliation of monthly ledgers; investigates and alerts faculty of discrepancies; processes accounts payable/receivables including procurement card purchasing and reconciliation in line with University policy.
• Assist with acquiring articles from journals, books and other material for faculty use in teaching.
• Assist in arranging schedules and drafting itineraries for visitors, faculty candidates, speakers, and other special guest; prepares agenda and travel itineraries as needed.
• Organizes and assists with special projects as directed by the Division Chief, faculty, and Department Administrators.
• Performs other duties as assigned.