Administrative Assistant/Receptionist

Sarah Cannon Research Institute•Nashville, TN

7d•Onsite

About The Position

Performs departmental or department head administrative support for Director and Sr Director level. Responsible for providing excellent customer service to all members of the company, external clients, vendors, monitors, and other visitors. Additionally, the position will be responsible for various administrative activities as they relate to daily operational business needs. This position is onsite 4-5 days per week in our office in Nashville, TN.

Requirements

Associate's degree
At least 1 year of relevant experience
Knowledge of organization policies, procedures, systems
Knowledge of office management practices
Knowledge of administrative procedures
Knowledge of grammar, spelling, and punctuation
Knowledge of basic arithmetic to make calculations, balance and reconcile figures, and make changes accurately
Skill in computer applications, especially Microsoft Office (Outlook, Word, Excel, Adobe, and PowerPoint)
Excellent verbal and written communication skills
Skill in gathering and reporting information
Ability to multi-task in fast paced environment is essential
Ability to work effectively with staff, internal and external sponsors, and agencies

Responsibilities

Welcomes visitors, in person or on the telephone, by answering promptly, courteously, and professionally, and directs all inquiries to appropriate team members
Delivers excellent customer service at all times
Receives and processes all mail and deliveries.
Supports up to 2-3 leaders and offers up to 25% departmental support, to include maintaining departmental documentation and compiling reports from existing data and records.
Maintains strictest confidentiality at all times and in all situations
Utilizes SAP Concur to upload receipts and file expense reports; track and make corrections, if needed, until report is approved for reimbursement.
Manages multiple Outlook Calendars.
Interacts with both internal and external executives, leaders and assistants, as well as consultants and vendor partners.
Coordinates a variety of complex meetings and use best judgment to prioritize time based on greatest need.
Coordinate all aspects of domestic and international travel for leaders including air, hotel, ground transportation, parking, etc.
Schedules and hosts video conferences via Webex/Zoom and manages Conference Center EventProConnect reservations.
Maintains direct/open communication with higher level management, executives, Sarah Cannon colleagues, and outside contacts.
Ensures processes are followed, maintained, and follow up as needed to see projects to completion
Schedules and coordinates candidate interviews and onboarding responsibilities.
Submits tickets to applicable IT team(s), as needed; corresponds with IT to facilitate necessary action to reach resolution and tracks tickets in ServiceCentral as necessary.
Prepares meeting agendas/reports/presentations; attends meetings as assigned by leaders and reports on actions.
Manages Staples and Amazon business accounts for all departmental needs.
Maintains copy rooms and inventory.
Responsible for space floor management within assigned department including new hire desk setup.
Provides administrative support including typing, composing and proofreading correspondence, indexing and filing documents.
Participates in and assists with arranging educational activities and programs where appropriate.
Actively engages with the administrative community, including attending monthly meetings, events and professional development opportunities.
Manage the CV process and work alongside Training and Education to successfully manage colleague requirements and SmartSolve processes for the CV process.
Practices and adheres to the “Code of Conduct” philosophy and “Mission and Value Statement.”
Completes any assigned training assignments by the due date.
Communicates and escalates unresolved issues to leader.
Does not initiate nor participate in disparaging conversations.
Diligently fulfills the expectations of inclusion and respect toward all colleagues.