Administrative Assistant III

POSITION RESPONSIBILITIES:

• Must fulfill duties of all previous grades;
• Answer telephones and provides appropriate information to callers, take messages and transfers calls; schedule appointments and meetings and maintain calendars;
• Screen and route mail and documents; determine which to respond to or which to bring to supervisor's attention based on content of communication and knowledge of departmental programs and activities;
• Assist in coordination of conferences and special events. Activities may include preparing the agenda, arranging meeting facilities, making travel arrangements, and handling supplies and refreshments, as needed;
• Assist with the coordination of all office functions;
• Independently prepares non-routine correspondence for supervisor;
• Set up, organize and maintain complex electronic and/or paper divisional or departmental files of records, reports and correspondence required for reference and efficient operation of division or department; maintain up-to-date procedural manuals, directives, and related records; compile and summarize data and assist in preparing regular and special reports requiring analysis and evaluation of data; review reports received for supervisor; check and compare with source documents and bring significant items, changes, errors or omissions to the attention of the supervisor;
• Maintain records of expenditures; monitor budgets and notify supervisor of potential problems;
• Assist in procurement and payment processes; utilize computer based programs to submit and track supply orders, requisitions, reimbursement forms for business expenses, vendor invoices, consultant agreements, work orders, etc.;
• Provide administrative and programmatic support for department/division operated programs, i.e. clerkships;
• Assist in the coordination of Neurology Clerkship related activities including but not limited to sending notifications, e.g., weekly Zoom links, to-do reminders, etc. to students; collecting required documentation from students; ensuring that patient logs are completed (following up with students who are missing logs); creating preceptor schedule, updating Canvas pages.
• Provide administrative support for Transition to Clerkship course including but not limited to order food, reserving transportation and arranging security clearances for visitors, scheduling and reserving spaces for in-person sessions, creating and distributing Zoom links for virtual sessions, securing appropriate supplies for each session, creating student group assignments, printing and distributing student handouts.
• Perform other related duties as assigned.

QUALIFICATIONS:

• High School Diploma and 4+ years of administrative support experience are required. Equivalent combination of education and experience will also be considered

Skills and Competencies

• Must possess strong knowledge of Microsoft Word, Outlook, and Excel. Basic knowledge of PowerPoint. May use other web based programs as assigned
• Must demonstrate good judgment, initiative and attention to detail
• Must be able to effectively track time and resources to prioritize own work assignments
• Must be able to work independently and produce quality work from conception to completion on assigned projects
• Must possess strong customer service, communication and organizational skills
• Must possess high degree of familiarity with College and departmental/ divisional policies, procedures and practices;
• Uses independent judgment when responding to inquiries.

Scope of Responsibility

• Instructs staff in standard policies and procedures;
• Distribute and / or assigns clerical work as directed.

Hiring Rate: $26.80 Post Probationary Rate: $27.33 Job Rate: $27.89