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Administrative Assistant
2 months ago
The Administrative Assistant provides complex administrative support for the Division of Oncology faculty and leadership. This particular position will have a hand in faculty recruitment as the designated “faculty recruitment coordinator”. The will also assume the role of Division “events coordinator” by helping to organize events for the Division. They will work in a collaborative group of staff to help meet the needs of the Division and will hopefully gain some job satisfaction and fun along the way.
Responsibilities
Job Functions 1. Assists the Division administrator with business planning and goal setting through ongoing feedback. 2. Assists with the development of department budgets by providing specific budget information for those faculty that this position supports. 3. Schedules, plans and coordinates actions with fellow administrative staff and Huntsman Cancer Institute ( HCI ) colleagues to ensure the needs of the faculty and Division have been met. 4. Maintains budget records for individual faculty discretionary spending, such as reconciling accounts and preparing expenditure statements. 5. Prepares ad hoc financial reports as requested by faculty and Division leadership. 6. Assists with the implementation of Division and University policies and procedures. 7. Provides administrative support to faculty and Division leadership by scheduling appointments and coordinating meetings and conferences. 8. Makes travel arrangements and prepares reimbursements for assigned faculty. 9. Leads effort for Oncology faculty recruitment by organizing candidate site visits, interviews, and presentations. 10. Coordinates with the Division administrator to plan Division wide one-time or annual events, faculty retreats, and other wellness activities. 11. Attends regular staff meetings and other meetings as requested. 12. Updates CVs and website listings as requested by faculty. 13. Works a “hybrid” schedule by committing to be in the office a minimum of 2-3 days a week and working remotely the remainder of the time. The days in office are determined in coordination with fellow administrative staff. This is subject to change based on current Department of University policies. This job description is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to the job. Work Conditions Nearly continuously: office environment Work Environment and Level of Frequency typically required Nearly Continuously: Office environment. Physical Requirements and Level of Frequency that may be required Nearly Continuously: Sitting, hearing, listening, talking. Often: Repetitive hand motion (such as typing), walking. Seldom: Bending, reaching overhead.
Minimum Qualifications
Associate degree in business or equivalency (one year of education can be substituted for two years of related work experience) and three years full-time secretarial experience required. Demonstrated human relations and effective written and verbal communication skills required. Knowledge of basic bookkeeping practices and direct supervisory experience preferred. Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.
