<p>DUTIES/RESPONSIBILITIES<br /><br />40% Administrative Support<br />• Manage electronic calendars for multiple faculty, including scheduling of appointments, planning/coordinating meetings, reserving rooms and notifications.<br />• Coordinate travel arrangements for faculty (airline, hotel and meeting registrations) related to conferences and speaking engagements.<br />• Initiate, determine and coordinate needs of each faculty.<br />• Coordinate medical course by communicating with students; arrange for pagers, update syllabus, facilitate evaluations and be a resource for the enrolled students.<br />• Prepare and submit in a timely manner the Days Away form for faculty notification of being out of office and updating calendar.<br />• Provide back-up coverage for other staff members as needed.<br /><br />40% Data and Document Management<br />• Maintain biosketches and CVs; grant proposals (routinely collect documents, gather data, format materials to meet submission standards); update publication lists.<br />• Prepare manuscripts for submission (access publication website for author directions to apply correct formatting to the manuscript, including references and other supporting documents).<br />• Provide support with document processing, which includes editing and formatting.<br />• Utilize Endnote for publishing and managing bibliographies, citations and references.<br />• Order posters for presentations.<br /><br />20% Office<br />• Primary coverage of the Division phone lines by answering and directing calls.<br />• Greet and interact with visitors, staff and faculty in a pleasant and professional manner.<br />• Prepare and process financial forms in EFS including reimbursements, purchase orders, contracts and supplies.<br />• Responsible for weekly HOT Division conference meetings with ordering lunch, setting and cleaning up of food and drink.<br />• Track and order office and kitchen supplies.<br />• Handle incoming and outgoing mail.<br />• General office duties as assigned by the Office Supervisor.</p><p><br />*This position is represented by a bargaining unit AFSCME Clerical. Dues or fair share deductions will be made.</p><p>Salary range: $15.70 - $26.41 USD / hour</p>
<p>The Division of Hematology, Oncology and Transplantation (HOT) is seeking an administrative assistant motivated to directly support several faculty members, as well as assume primary responsibility for a number of Division administrative functions.</p><p><strong>All required qualifications must be documented on application materials.</strong></p><p>REQUIRED QUALIFICATIONS</p><p>-High school diploma/GED and four years of related office experience to include two years of experience providing administrative support for an executive level person. Training or education may be substituted for some of the years of experience.<br />-Advanced level experience with Microsoft Word, Excel, PowerPoint, Adobe Acrobat Professional and Google suite of applications.<br />-Experience writing, editing and proofing business communications such as correspondence, curriculum vitae, announcements and manuscripts.<br />-Experience using electronic calendaring and managing complex calendars and schedules.<br />-Experience supporting multiple professionals and interacting with a wide range of people (executive leaders, staff and vendors).<br />-Experience working on multiple projects with self-direction and as a team.<br />-Demonstrated/documented ability to effectively prioritize and meet deadlines.<br />-Demonstrated/documented proficiency in written and oral communications, and substantial organizational skills.<br />-Demonstrated/documented strong sense of discretion; ability to handle confidential information.<br />-Demonstrated/documented ability to learn and apply a thorough understanding of the organization and its functional policies and processes.<br />-Demonstrated/documented working knowledge of email and office equipment (fax, phone, copier, etc.)<br /><br />PREFERRED QUALIFICATIONS</p><p>-Proficient multi-tasking skills, detail-oriented, manage work flow while dealing with interruptions and meeting deadlines.<br />-Experience using EFS (University online financial system) in processing transactions such as reimbursements, purchase orders, supplies, contracts, and supplies.<br />-Experience using Endnote.<br />-Demonstrated ability to share learning and collaborate with administrative support staff.<br />-Demonstrated ability to contribute to team work product.<br />-Ability to work with diverse groups and address and listen to others in a respectful manner.</p>
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