Administrative Assistant - Psychiatry

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Job Title:
Administrative Assistant - Psychiatry

Department:
Medicine | Psychiatry

This position serves as assistant for Chair and Vice Chair and reports directly to the Administrative Manager. The ideal candidate will have the ability to think critically and communicate effectively with a diverse group of internal and external constituents and will have had previous experience providing a broad range of administrative support services. This position will require supporting multiple individuals sometimes located in multiple locations. Must be able to adapt to new environments and maintain an organized workspace. Main office location will be at the Pelotonia Research Center on Kenny Road.


• Will be responsible for professional communication in written or verbal form.
• Serves as a point of contact and liaison to leadership offices and other constituencies on a broad range of organizational issues. Greets and guides visitors.
• Provides comprehensive support expertise and coordination of administrative functions in support of patient care, academic and research missions.
• Schedules business travel arrangements including car services, restaurant reservations, air, and hotel arrangements.
• Manages travel expense reports and reimbursable expenses for the Chair, Vice Chair and team.
• Creates, composes, prepares, proofreads, distributes, and files correspondence, presentations, manuscripts, abstracts, publications, reports, agendas, meeting minutes, and other documents.
• Maintains CV and tracks CME.
• Coordinates scheduling of conference rooms for multiple locations.
• Assists in scheduling for Psychiatry Leaders when needed.
• Oversees set up and maintains office files and retention of division records.
• Coordinates staff training in conjunction with administrative manager
• Aids Chair & Vice Chair staff in ordering supplies and processing expenses. Assist with reimbursements for membership renewals, conferences, and trainings; Processes WorkDay actions such as Costing Allocations, Spend Authorizations, Expense Reports, etc.
• Assists in coordination of faculty recruitment activities. This would include entering the appropriate requisitions, maintaining correspondence with candidates, managing necessary travel arrangements and reimbursements, coordinating on-site and virtual visits. Assisting with pre- and post-hire travel for candidates, Coordinating with

MINIMUM REQUIRED QUALIFICATIONS
High School diploma or GED. Certification or vocational training may be required. Associate degree in relevant field may be preferred. 2 years of relevant experience required. 4-6 years of relevant experience preferred.

Additional Information:

Location:
Pelotonia Research Center (1040)

Position Type:
Regular

Scheduled Hours:
40

Shift:
First Shift

Final candidates are subject to successful completion of a background check. A drug screen or physical may be required during the post offer process.

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The university is an equal opportunity employer, including veterans and disability.