Administrative Assistant II-Dept of Med.Keck/Nephrology

University of Southern California•Los Angeles, CA

1d•Hybrid

About The Position

The Division of Nephrology and Hypertension is seeking an Administrative Assistant II to join its team at Keck School of Medicine of University of Southern California. The Administrative Assistant position for the Division of Nephrology is a full-time, professional staff member who plays an integral role in the day-to-day functions of the division. The Administrative Assistant will participate in a range of office and divisional priorities as well as providing direct administrative support to the Chief of the Division.

Requirements

Demonstrated ability to handle multiple projects simultaneously in a fast-paced environment.
Ability to set priorities and organize time to see projects through to successful completion.
Minimum Education: Bachelor's degree
Combined experience/education as substitute for minimum education
Minimum Work Experience: 3 years
Knowledge, Skills and Abilities: Secretarial or specialized clerical and administrative experience required
Excellent communication skills – both written and verbal.
A cooperative and team-oriented attitude and self-starter are essential.

Nice To Haves

4 years of combined administrative experience, preferably in a university environment

Responsibilities

Provide a high level of administrative support to Nephrology & Hypertension faculty.
Performs administrative duties associated with scheduling and coordinating meetings and planning events.
Arranges with vendors for services, prepares agendas and itineraries, gathers and organizes supporting information, and oversees production and distribution of related materials.
Attends functions to ensure satisfactory outcome.
Assist in maintaining faculty’s credentialing which may include compiling materials for applications and/or renewals of clinician licensure, credentialing, privileging, and insurance coverage; ensuring timely submissions; routing credentialing paperwork; updating physician and clinical staff documentation; maintaining databases and generating reports.
Support faculty scheduling in QGenda/AMION and work closely with stakeholders for efficient operation.
Serves as internal resource to faculty, and administrators, staff or students on departmental and university procedures.
Research information, as requested, and relays official interpretations.
Maintains currency on revisions to department, school, and/or university polies and procedures.
Create, route and process written and verbal correspondence while exercising a high degree of discretion and confidentiality.
Assist in purchases and reconciliation of equipment, supplies for office and laboratory.
Assist in tracking and managing budgets, including expense reports, invoices, and financial documentation.
Process reimbursements and Internal Service Deliveries (ISDs), manage vendor registration, and handle visa processing for visiting scholars.
Assist in preparing research grant projects, budgets and documents and assist in maintaining post award grants.
Provides support for education support with various events, meetings, recruitment sessions, and generating spreadsheets and presentations.
Prepare, record, and distribute comprehensive meeting minutes for meeting sessions.
Manage divisional data tracking to generate routine performance and billing reports for executive leadership.
Provides general office support which may include fielding telephone calls, receiving and directing visitors, word processing, creating spreadsheets and presentations, processing reimbursement expense reports, and maintaining electronic and hard copy filing systems.