Admin Jobs

About The Position

Requirements

• Bachelor’s Degree required
• 3 years of related experience required or equivalent combination of education and experience required
• Excellent interpersonal and communication skills required
• Ability to interact with a broad range of internal and external constituencies, including senior executives required
• Exceptional organizational and time management skills with a keen attention to detail required
• Ability to exercise a high level of professionalism and discretion with respect to confidential and sensitive matters required
• Ability to quickly and thoughtfully build and maintain relationships required
• Ability to work both collaboratively and independently and meet deadlines required
• Ability to multi-task and prioritize among competing demands and adapt to changing needs in a fast-paced environment required
• Expertise in using Microsoft Office, Outlook, Excel, Word and PowerPoint required

Responsibilities

• Schedules, maintains and prioritizes a calendar of appointments, meetings, and travel for the CCIO including informatics team and informatics led project meetings.
• Proactively reviews calendar(s) and understands priorities to effectively and appropriately control access.
• Chooses or recommends solutions among competing scheduling demands.
• Plans and organizes administrative items such as site selections, food and beverage selections, audio-visual arrangements and document development.
• Has primary responsibility for the preparation, management, and appropriate follow-up for the daily affairs of the CCIO.
• Schedules travel as required and confirms accuracy of travel details.
• Provides high-level meeting support, including scheduling complex large group meetings among multiple individuals and/or leaders, coordinating data requests, creating presentations, preparing formal meeting minutes and capturing significant action items.
• Monitors completion of action items for CCIO.
• Independently prepares documentation such as writing and drafting routine and confidential correspondence and memos on behalf of the CCIO, including correspondence with both internal and external parties.
• Makes decisions on format and layout and edits for accuracy and consistency of data.
• Compiles supportive graphics and reports.
• Works collaboratively with various University offices to develop agendas and ensure the CCIO is provided with all required materials before meetings and scheduled appointments.
• Ensures fiscal responsibility and program cost effectiveness for all events planned for meetings and agreed upon budgets, keeping spending within pre-approved limits.
• Oversees office arrangements and purchases to ensure cost effectiveness, compliance with University standards, and timely submission for payment or reimbursement.
• Tracks, records, and reconciles expenses and reimbursements, and ensures invoices are paid timely.
• Oversees and reconciles Pcard usage.
• Leads or assists with managing internal informatics office special projects, including, but not limited to, developing, implementing and monitoring project work plans, conducting research, drafting project materials and creating and implementing appropriate mechanisms for project communications and archiving.
• Supports operations, events, scheduling and staff to support institutional priorities.
• Partners with project and portfolio managers within the Office of Digital Health as appropriate.
• Answers, screens, and initiates telephone calls and greets visitors, providing procedural information and answering inquiries related to operational and substantive matters.
• Resolves problems and prioritizes needs requiring in-depth knowledge of policies and procedures.
• Maintains confidential data and files, including personnel files, personal data needed for emergency contact and escalation, and confidential communications.
• Maintains communication with regional counterparts in arranging regional business meetings and conferences.
• Represents the CCIO’s office when speaking with regional counterparts and/or other individuals or stakeholders.
• Represents and serves as spokesman for communicating instructions and interpreting administrative matters to students, clients, faculty, staff, and the general public.
• Prepares or assists with reports, briefings, presentations, speeches and responses on institutional and strategic issues, as appropriate.
• Other duties as assigned.

Benefits

• equity
• leadership
• integrity
• openness
• respect
• accountability