Senior Admin Assistant

Cincinnati Children's

19h•$23 - $29•Onsite

About The Position

The Senior Admin Assistant role involves coordinating schedules, activities, information, and processes. This position functions as a team lead, provides input into evaluations, and directs the work of others by delegating tasks. The role supports complex projects and processes from concept through completion, which may have organizational impact and/or external constituents. Responsibilities include establishing and implementing reporting systems, setting office procedures, and initiating the development of related policies and practices. The Senior Admin Assistant independently identifies resources and practical processes for completing projects and makes recommendations to appropriate personnel. This role also involves developing and maintaining efficient internal communication processes, communicating with executive-level personnel, and acting as a department/program representative at meetings. Additionally, the position serves as a liaison with external organizations and leaders, acts as an agent for the department/program head to handle procedural issues and troubleshoot problems, and diffuses crises or critical situations in the manager's absence. The Senior Admin Assistant acts as a gatekeeper, directing people appropriately, prioritizing requests, and escalating as needed. They take ownership of issues communicated to the department/program and ensure follow-up to conclusion, ensuring important operational information is communicated to appropriate staff and speaking in public as a representative of the department. The role also includes performing and processing forms, documents, and reports, maintaining personnel files, monitoring budget expenditures, assisting in tracking revenue, expense, and allocations, providing applicable reports, tracking funding, and researching information for major purchases. Participation in the interview process for administrative staff, preparing HR forms, and assisting with annual budget preparation are also key functions. The Senior Admin Assistant uses a variety of software and information systems, trains others on system usage, and serves as a troubleshooter and resource for department office technologies, hardware, and software. This role handles the composition of various documents, takes and prepares minutes, reviews, and distributes them independently, prepares board packets, researches data, compiles reports, and composes and edits documents such as newsletters and proposals. The work has multi-departmental impact through support of an Associate Chair, Medical or Research Division Director, or Assistant Vice President.

Requirements

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

Responsibilities

Coordinate schedules, activities, information, and processes.
Function as a team lead and provide input into evaluations.
Direct the work of others and delegate tasks.
Support complex projects and processes from concept through completion that have organizational impact and/or external constituents.
Establish and implement reporting systems.
Establish office procedures and initiate development of related policies and practices.
Independently identify resources and practical processes for completing projects; make recommendations to appropriate personnel.
Develop and maintain efficient internal communication processes to support the activities of the department/division.
Communicate with executive level personnel.
Participate as department/program representative at meetings, relay relevant information, and provide necessary follow up.
Act as a liaison with external organizations and leaders.
Represent the department/program head as an agent to handle procedural issues, troubleshoot issues, take action, and communicate results back to the appropriate person.
Diffuse crises or critical situations in the absence of manager.
Act as a gatekeeper, directing people appropriately, deciding upon priority of requests/situations, and escalating as needed to responsible manager.
Take ownership of issues and concerns communicated to the department/program and provide follow-up to bring issues to conclusion.
Ensure important operational information is communicated to appropriate staff.
Speak in public as a representative of the department.
Perform completion and processing of forms, documents, and reports.
Maintain personnel files.
Monitor budget expenditures; identify and research variances/problems.
Assist in tracking and monitoring revenue, expense, and allocations.
Provide applicable reports.
Track funding and maintain accurate balances in funds and accounts.
Research information for major purchases.
Participate in the interview process for administrative staff.
Prepare HR forms for signature.
Assist with annual budget preparation.
Use a variety of software and information systems.
Train others on system usage and serve as a troubleshooter.
Function as a resource for department office technologies, hardware, and software.
Handle composition of various documents.
Take and prepare minutes, review, and distribute independently.
Prepare board packets.
Research data and compile reports.
Compose and edit documents such as newsletters and proposals.