Senior Administrative Assistant

Cincinnati Children's

1d•$23 - $29•Onsite

About The Position

The Senior Administrative Assistant will provide comprehensive support to a department, potentially impacting multiple departments through support of an Associate Chair, Medical or Research Division Director, or Assistant Vice President. This role involves coordinating schedules, activities, information, and processes, and may include functioning as a team lead, directing the work of others, and supporting complex projects. The position also requires strong communication skills for interacting with executive-level personnel, acting as a fellowship coordinator, representing the department at meetings, and serving as a liaison with external organizations. Financial and HR tasks include processing forms, maintaining personnel files, monitoring budget expenditures, tracking funding, and participating in the interview process. Technological proficiency is needed for using various software and information systems, and training others. Writing and editing skills are essential for composing documents, taking minutes, preparing board packets, and compiling reports.

Requirements

High school diploma or equivalent
2+ years of work experience in a related job discipline
Effective verbal and written communication skills
Proficiency in using a variety of software and information systems
Ability to troubleshoot issues
Ability to handle composition of various documents
Ability to take and prepare minutes
Ability to research data and compile reports
Ability to compose and edit documents

Nice To Haves

Experience with Microsoft Office (Word and Excel)

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.
Provide support for specialized clinics aiding children in foster care.
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.