Administrative Assistant

The Division of General Internal Medicine and the Department of Medicine is seeking a motivated Administrative Assistant to support the faculty in a comprehensive administrative capacity. The successful candidate will manage correspondence, prepare and analyze statistical tables and graphs, and develop and maintain databases. They will be responsible for updating and managing faculty biosketches and curriculum vitae, handling incoming phone calls and messages, ordering office supplies, and maintaining inventory. Additionally, the role involves scheduling meetings and appointments, coordinating travel arrangements and itineraries, and preparing and processing university documents, such as reimbursements, grant applications, and IRB submissions. The Administrative Assistant will also format and edit manuscripts, compile literature reviews, organize and coordinate departmental events, and maintain and update faculty websites. This position plays a key role in ensuring the smooth operation of the department.

Hourly range: $29.42-$41.14

Required:

• Skill in editing for spelling, punctuation, and grammar
• Ability to use journal and granting agency style guidelines to prepare manuscripts, proposals, and bibliographies
• Typing skills to quickly and accurately prepare documents
• Skill in proofreading typed materials
• Ability to seek appropriate staff and other resources when questions regarding format, illegible writing, or office procedures arise.
• Ability to use software Microsoft Windows, Microsoft Office (Word, PowerPoint, Excel, Outlook, Access), Dreamweaver, Internet Browsers.
• Ability to prepare bibliographies directly from photocopies of references or from Medline searches.
• Ability to perform duties and tasks independently with minimal supervision.
• Demonstrated ability to establish and maintain cooperative working relationships with other staff members and faculty.
• Skill in exercising good judgment in referring calls to faculty.
• Superb attention to detail.
• Must be organized and able to keep accurate records.
• Ability to establish and maintain cooperative and productive working relationships with co-workers, research coordinators, and participants.
• Skill in working as part of a team and collaborating closely with coworkers.
• Skill in working independently and following through on assignments.

Preferred:

• Skill in typing questionnaires and manuscripts from rough handwritten draft and edited versions into final forms.
• Ability to recognize, spell, and use technical and medical terminology appropriately.
• Knowledge of standard abbreviations for medical journal titles and demonstrated ability to use reference sources to find/check unusual abbreviations.
• Knowledge of University policies and procedures on travel.
• Knowledge of University policies and procedures regarding procurement.
• Familiarity with University HSPC and IRB forms.
• Ability to handle multi-line phone system.