Admin Assistant

Cincinnati Children's

13d•$21 - $26•Hybrid

About The Position

This position offers a hybrid schedule, with additional on-site presence during peak seasons. The Admin Assistant will support, coordinate, and manage division-wide projects, including recruitment efforts and staff/faculty evaluation processes. They will assist with planning and coordination of division-wide events, schedule and coordinate conferences, meetings, interviews, and appointments, and independently resolve scheduling conflicts. The role involves acting as a liaison for coordination of physical moves, working with outside vendors, and planning/overseeing special events, programs, conferences, and symposiums. Additionally, the position requires setting up, operating, and maintaining office equipment. Communication responsibilities include partnering with the Business Coordinator to develop and post the monthly divisional newsletter, researching information, and responding to requests. The Admin Assistant will function as a resource on department policy and processes, work effectively with other departments, external agencies, and vendors, and troubleshoot problems while posing solutions. Technological duties involve using software applications to create and edit workbooks, documents, and presentations, understanding departmental software functions to organize information, and producing queries from databases to look for variances. Writing and editing tasks include producing well-written notes, documents, or communications, transcribing medical dictation, taking meeting minutes, composing and editing correspondence, reports, and proposals, reviewing and submitting grant materials, and typing, formatting, and submitting scientific manuscripts and journal reviews, with manuscript and reference support. Financial and Human Resources duties include completing and processing forms, documents, and reports, collecting and electronically submitting payroll information, acting as a liaison with payroll, compiling information and performing data entry for departmental budget information/expense tracking, assisting with HR forms and account reconciliation, validating accuracy of information, and acting as a liaison with Human Resources Management Services.

Requirements

High school diploma or equivalent
2+ years of work experience in a related job discipline.

Responsibilities

Support, coordinate, and manage division-wide projects, including recruitment efforts and staff/faculty evaluation processes.
Assist with planning and coordination of division-wide events, including the annual division meeting, holiday party, and fundraising activities.
Schedule and coordinate conferences, meetings, interviews, and appointments.
Independently resolve scheduling conflicts anticipating scheduling problems.
Coordinate conference calls, teleconferences, and video conferencing.
Perform advanced library searches utilizing electronic resources.
Act as liaison for coordination of physical moves.
Work with outside vendors.
Plan and oversee special events, programs, conferences, and symposiums.
Set up, operate, and maintain office equipment.
Partner with the Business Coordinator to develop and post the monthly divisional newsletter.
Researches information following well-defined paths and responds to a multitude of requests.
Functions as a resource on department policy and processes.
Works effectively with other departments, external agencies, and vendors.
Troubleshoots in response to problems and poses solutions.
Use software applications to create and edit workbooks, documents, and presentations.
Understand the functions of software used in the department and uses this knowledge to organize information.
Produce queries from databases and reviews data to look for variances.
Produce well-written notes, documents, or communications.
Transcribe medical dictation.
Take meeting minutes and format for final review.
Compose and edit correspondence, reports, and proposals.
Review, prepare, and submit grant materials to meet submission requirements.
Type, format, and submit scientific manuscripts and journal reviews.
Provide manuscript and reference support.
Effectively demonstrates skills related to the completion and processing of forms, documents, and reports.
Collects and electronically submits payroll information for department.
Acts as a liaison with payroll.
Compiles information and performs data entry for departmental budget information/expense tracking.
Assists with completion of HR forms.
Assists with account reconciliation.
Validates accuracy of information submitted and resolves discrepancies.
Acts as a liaison with Human Resources Management Services to facilitate personnel processes.