Senior Admin Assistant

Cincinnati Children's

4d•$23 - $29

About The Position

The Senior Admin Assistant supports the Endocrinology department at the Burnet Campus and performs work with multi-departmental impact in support of an Associate Chair, Medical or Research Division Director, or Assistant Vice President. The role coordinates schedules, activities, information, and processes; leads and delegates work; and supports complex projects from concept through completion. It establishes reporting systems and office procedures, identifies project resources and processes, and makes recommendations. The position develops internal communications, communicates with executive personnel, represents the department at meetings, and serves as a liaison with external organizations and leaders. It handles procedural issues, prioritizes requests, escalates situations when needed, and follows concerns through to resolution. The role also processes documents and reports, maintains personnel files, monitors budgets and funding, supports hiring and annual budget preparation, and acts as a resource and troubleshooter for office technology and systems. It composes and edits documents, prepares meeting minutes and board packets, and researches and compiles reports.

Requirements

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

Responsibilities

Coordinate schedules, activities, information, and processes; lead work, delegate tasks, and provide input into evaluations.
Support complex projects and processes from concept through completion, including projects with organizational impact or external constituents.
Establish and implement reporting systems, office procedures, and related policies and practices.
Identify resources and practical processes for completing projects and make recommendations to appropriate personnel.
Develop and maintain efficient internal communication processes for the department or division.
Communicate with executive-level personnel and represent the department or program at meetings, relaying information and following up as needed.
Act as a liaison with external organizations and leaders and represent the department or program head in handling procedural issues and communicating outcomes.
Prioritize and direct requests, escalate situations as needed, diffuse crises or critical situations in the manager’s absence, and follow issues through to resolution.
Ensure important operational information is communicated to appropriate staff and speak publicly as a department representative.
Complete and process forms, documents, and reports; maintain personnel files; and prepare HR forms for signature.
Monitor budget expenditures, research variances and problems, track revenue, expenses, allocations, funding, and account balances, and provide applicable reports.
Research information for major purchases, participate in administrative staff interviews, and assist with annual budget preparation.
Use department software and information systems, train others in their use, troubleshoot issues, and serve as a resource for office technology, hardware, and software.
Compose, review, and edit documents; take and independently prepare and distribute minutes; prepare board packets; and research data and compile reports.