Senior Administrative Assistant

POSITION RESPONSIBILITIES: The Senior Administrative Assistant provides a variety of responsible, confidential, and complex administrative duties for the Chair of the department requiring a high degree of independent judgment and initiative.
Manages the day-to-day operations of the office, manages complex calendars, balances requests, and priorities, planning, and executes meeting arrangements.
Serves as the liaison between the Chair and key internal and external constituencies.
Assists with high level departmental and institutional projects as required.
Exercises independent judgment, employs discretion and maintains a high-level of confidentiality.
Provide professional and administrative support to the Chair, including managing the day-to-day operations of the office, appropriate scheduling, overseeing, and completing all tasks to ensure the office is effectively represented and is meeting the demands of the community.
Prioritize and manage multiple projects simultaneously and follow through on issues in a timely manner; Provide assistance to the office for high level departmental and institutional projects, as needed and directed by the Chair, including occasional commitments scheduled outside of normal work schedule.
Manage travel schedule for the Chair, including all reimbursement requests and special arrangements.
Maintain and file faculty records, and confidential departmental information.
Initiate the relevant paperwork for faculty appointments and promotions, working closely with the faculty and the Department of Academic Appointments.
Manage correspondence, acknowledge receipt and research and draft responses; liaise and aid in communication (e-mail, formal letters, and/or phone) with faculty, administrators, and deans.
Manage all office procurement requirements, including all reimbursement requests and special arrangements for the Chair.
Oversee coordination of meetings, scheduling, arrange for meeting locations, gather input and draft agenda, send confirmations, and ensure that minutes and meeting materials are received and distributed in a timely manner.
Coordinate faculty meetings and faculty Chalk Talks.
Coordinate all aspects of faculty recruitment at the Chair’s direction.
When directed, independently research subject matters, and prepare PowerPoint presentations as needed for the Chair.
Coordinate and if necessary collect data and information as needed for meetings, projects, and events with various constituencies and stake holders as directed by the Chair.
May assist for special events and projects scheduled outside of normal work schedule.
Some working knowledge of NIH and Foundation Grants Other duties as assigned.
QUALIFICATIONS: Bachelor’s Degree or equivalent combination of education and related work experience.
3+ years’ experience supporting at the executive level.
Successful candidate will possess excellent writing skills and the ability to submit writing samples is required.
Must be exceedingly well organized and flexible.
Must maintain a high level of confidentiality.
Must have ability to interact with the dean’s office, Chairs and center directors, faculty, students, and staff (at all levels) in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful, and efficient; a high level of professionalism and confidentiality is crucial to this role.
Must possess expert level of written and verbal communication skills.
Strong decision-making ability, analytical skills, and attention to detail are equally important.
Excellent calendar management skills, including the coordination of complex executive and committee meetings.
Must be proficient in MS Office, including Word, Excel, PowerPoint, and Outlook and possess the ability to quickly learn new systems This position must interact with all levels of employees including senior management and be able to make decisions to appropriately manage client expectations.
Minimum Salary Range: USD $63,900.
00/Yr.
Maximum Salary Range: USD $74,550.
00/Yr.