Senior Administrative Assistant

Morehouse School of Medicine's Department of Surgery is seeking a Senior Administrative Assistant to provide the Departmental Chair with complex administrative and operational support. The incumbent plans, organizes, and ensures the execution of the Chair's daily activities and operations. In addition, the incumbent prioritizes, plans, coordinates, and oversees logistics and conferences. This individual will work with executives and senior-level staff, as well as external clients, donors, and government officials.

Senior Leader-level Administrative Support:

* Manage all tasks associated with the Chair's daily meetings and email correspondence.

* Compose correspondence; develop, review, and edit presentations and documentation; research and analyze associated issues and/or compile materials needed for presentation and/or decision-making purposes.

* Prepare reports and analyses, identify adverse trends, and make appropriate recommendations or conclusions.

* Act on behalf of the Chair to establish priorities and identify and resolve administrative problems.

* Use independent judgment to keep the Chair informed of all matters that require his/her attention.

* Ensure the Chair is prepared for meetings through the development of agendas, compiling information, and liaising with internal and external partners.

* Conduct research and collect data for reporting and planning purposes to enable the Chair to make decisions and take appropriate action.

* Coordinate the onboarding process for the Chair's direct reports, including preparing the onboarding plan and supporting resources, including schedules, key introductions, training, and assisting with logistics.

* Work with the Marketing & Communications department to develop communications coming out of the Office of the Chair: presentations, reports, memos, and emails.

* Manage and provide oversight on all of the Chair's direct reports' vacation and time off requests.

* Schedule and coordinate Faculty meetings, including agenda organization, monitoring the status of tasks assigned before and after meetings, and following up as necessary.

* Support the Chair as a gatekeeper to manage information flow and exchange, ensuring effective communication across key stakeholder groups.

* Review, manage, and evaluate internal and external communications in confidence to identify items requiring priority attention.

* Plan and schedule complex calendar(s) with limited or no consultation and resolve calendaring conflicts.

* Negotiate and manage the needs of individuals or groups requesting time with the Chair, independently committing his/her time, including scheduling group meetings with and for the Chair.

* Set up and assist with video and phone conference calls, scheduling, and invitations ahead of time, initiating each call and ensuring proper invitations were sent and confirmed.

* Reconcile monthly expenses, complete expense reports, and utilize corporate credit card expense tracking system.

Meeting and Travel Support:

* Develop travel itineraries for national and international meetings; arrange all travel, transportation, and meeting participation aspects.

* Plan events, seminars, conferences, and other meetings, including site selection and procurement, catering, scheduling, and speaker arrangements.

* Book transportation, hotel, and meeting registrations for faculty and administrators.

* Coordinate interview scheduling and candidate visits related to the recruitment of faculty. Arrange on-site parking reservations, air travel, ground transportation, hotel, and meals. Coordinates room reservations for events. Create and disseminate announcements and visitor events.

* Prepare in advance meeting materials with complete travel agendas.

* Make travel, hotel, and car arrangements for all scheduled travel for the Chair.

* Ensure the Chair is prepared with a full travel folder of itineraries, tickets, meeting agendas, related documents, and emails for each trip.

* Manage the full calendar of all meetings and travel for the Chair.

Presentations and Documents:

* Create, update, or edit PowerPoint presentations as directed by the Chair, Director, and other senior staff.

* Review guidelines for deadline submissions as well as the required format for presentations.

* Send agendas and presentations to appropriate recipients ahead of meetings.

* Edit documents and presentations, track changes, work on multiple drafts and ensure compliance with any requirements needed.

Organization:

* Create and maintain an electronic filing system for the Chair's documents, presentations, correspondence, and workload.

* Process orders of office supplies and invoices.

* Monitor and ensure appropriate renewals for memberships and journals and maintain files for accounts and passwords.

Minimum Qualifications

Education: Two (2) years of college education or Associate's Degree. In lieu of educational requirements, experience may be substituted on a year for year basis.

Preferred Qualifications

* Four-year college degree or equivalent experience

* 5 - 7 years of executive-level administrative support experience

* Expertise with Office Suite: Outlook, Excel, and PowerPoint

* Experience and well-versed with mobile technology and social media platforms/applications

* Ability to produce an excellent work product under firm time constraints; prioritize and manage multiple, simultaneous projects and assignments.

* Strong ability to work independently and within a team environment; resourceful, organized, and self-starter with excellent relationship-building skills.

* Ability to juggle multiple projects, strong prioritization and time management skills, diplomatic and adaptability to changing situations and priorities.

* Advanced computer skills and demonstrated experience with office software and email applications.

* Excellent verbal and written communication skills, including editing and proofreading.

* Demonstrated ability to handle sensitive issues and maintain confidentiality.

Closing Date Open Until Filled No Special Instructions to Applicants

Employment in this role may be contingent upon extramural funding and successful performance and may be terminated or reduced in percentage of appointment if such funding is not secured or ceases to be available.

Quick Link EEO Statement Summary

Morehouse School of Medicine is an equal opportunity/equal access/affirmative action employer fully committed to achieving a diverse workforce and complies with all Federal and Georgia State laws, regulations, and executive orders regarding non-discrimination and affirmative action. Morehouse School of Medicine does not discriminate on the basis of race, age, color, religion, national origin or ancestry, sex, gender, disability, veteran status, genetic information, sexual orientation, or gender identity or expression.

Job Duties

Pre-Employment/Employment Requirements

All offers of employment are contingent upon successful completion of all pre-employment screenings.

Immunization

Immunization Requirements

It is MSM's Immunization policy that all Prospective Employees are encouraged to provide proof that they are vaccinated against COVID-19 prior to commencement of employment. If employment will commence during Flu Season, MSM requires all individuals to provide proof that they are vaccinated against Seasonal Influenza for the current Flu Season, unless granted an exemption. Failure to provide proof of vaccination for any required vaccines or obtain an exemption from MSM will result in rescission of a candidate's offer of employment or disciplinary action up to and including termination.

Posting Specific Questions

Required fields are indicated with an asterisk (*).

* * What is your highest level of completed education?

* High School/GED

* Associate's Degree

* Bachelor's Degree

* Master's Degree

* EdD, MD, PhD, DrPH, JD

* * Are you comfortable working on-site?

(Open Ended Question)

* * Please describe how this position fits in with your professional goals and objectives.

(Open Ended Question)

* * Please provide your salary requirement. Do Not Enter Negotiable, a specified salary range is required. Not providing a salary requirement will result in your application being incomplete and will not be considered.

(Open Ended Question)

Applicant Documents

Required Documents

* Cover Letter

* Curriculum Vitae or Resume

Optional Documents