Administrative Assistant - Internal Medicine (Endocrinology, Diabetes, and Clinical Pharmacology)
About The Position
The Administrative Assistant for the Cray Diabetes Self-Management Center provides administrative and operational support to center leadership and affiliated faculty in the Internal Medicine Division of Endocrinology, Diabetes, and Clinical Pharmacology. The position coordinates meetings, symposia, travel, procurement, and financial processes; prepares agendas, reports, presentations, and other administrative documentation; maintains faculty records; and supports compliance-related activities. Working collaboratively with clinical, research, and education staff, the Administrative Assistant helps advance organizational priorities and ensure efficient administrative support. The role serves as a key contact for faculty and leadership, manages calendars and communications, coordinates events and travel, processes purchasing and expense documentation, and supports office operations and faculty records. Duties may change, and the listed responsibilities are not exhaustive.
Requirements
- Four years of professional experience; relevant education may be substituted for experience on a year-for-year basis.
- Skills in organization, time management, multitasking, interpersonal relations, computer use, and problem solving.
Nice To Haves
- Relevant experience in a university or research setting.
- Experience with Workday.
Responsibilities
- Serve as the primary point of contact for faculty and leadership, managing communications, correspondence, and follow-up on action items.
- Receive, screen, and prioritize incoming correspondence, determine appropriate action, and ensure timely responses.
- Manage faculty and leadership calendars, including appointments, meetings, travel schedules, and other time-sensitive commitments.
- Sign correspondence, requisitions, vouchers, and other documents on behalf of supervisors when authorized.
- Plan, coordinate, and support meetings, conferences, seminars, symposia, and special events, including scheduling, logistics, catering, materials, technology, and guest accommodations.
- Prepare agendas, presentations, meeting materials, minutes, reports, and other administrative documentation; coordinate meeting spaces and technology requirements.
- Coordinate travel arrangements and process spend authorizations, reimbursements, and expense reports using university funds.
- Manage procurement activities using university funds, including purchasing, invoice processing, supply ordering, and budget-related documentation.
- Maintain faculty and leadership records, including CVs, publications, grants, certifications, training records, and compliance documentation.
- Collaborate with division administrative staff on faculty licensure tracking, performance appraisal processes, TB testing, certifications, attendance reporting, and other compliance requirements.
- Coordinate office operations, including inventory management, supply procurement, equipment maintenance, facilities requests, workspace administration, and IT support coordination.
- Collaborate with faculty, staff, and institutional partners to advance center, division, and university priorities, initiatives, and strategic objectives.
Benefits
- Health, dental, and vision insurance coverage beginning on day one.
- Health expense accounts with employer contributions for employees participating in a qualifying health plan.
- Employer-paid life insurance and long-term disability insurance; additional voluntary insurance plans are available.
- Paid vacation and sick time accruing upon hire, plus ten paid holidays.
- One paid discretionary day after six months of employment.
- Paid time off for bereavement, jury duty, military service, and parental leave after 12 months of employment.
- Retirement program with an employer contribution and additional voluntary 457 or 403b retirement programs.
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What This Job Offers
Job Type
Full-time
Education Level
No Education Listed
