Sr. Administrative Assistant (Pulmonary)

Cincinnati Children's

3d•$23 - $29•Onsite

About The Position

The Sr. Administrative Assistant supports Pulmonary Medicine and performs work with multi-departmental impact through 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 also develops and maintains department communication processes, serves as a liaison and representative, and handles procedural issues and follow-up. Financial and human-resources work includes processing forms and reports, maintaining personnel files, monitoring budgets and funding, assisting with annual budget preparation, and participating in administrative staff interviews. The position uses and supports department software, information systems, hardware, and office technologies. It also composes and edits documents, prepares minutes and board packets, and compiles reports. A comprehensive job description is available upon request.

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; function as a team lead, provide input into evaluations, direct others’ work, and delegate tasks.
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 policy and practice development; identify resources and practical processes and make recommendations.
Develop and maintain efficient internal communication processes; communicate with executive-level personnel and relay important operational information to staff.
Represent the department or program at meetings, serve as a liaison with external organizations and leaders, and represent the department or program head in handling procedural issues.
Troubleshoot issues, take action, communicate results, diffuse crises or critical situations in the manager’s absence, prioritize and route requests, and follow issues through to resolution.
Process forms, documents, and reports; maintain personnel files; monitor budget expenditures, revenue, expenses, allocations, funding, and account balances; research variances and major purchases; and provide reports.
Participate in administrative staff interviews, prepare HR forms for signature, and assist with annual budget preparation.
Use a variety of software and information systems; train others, troubleshoot system usage, and serve as a resource for office technologies, hardware, and software.
Compose and edit documents; independently take, prepare, review, and distribute minutes; prepare board packets; research data; compile reports; and prepare items such as newsletters and proposals.
Speak publicly as a representative of the department.