Administrative Assistant Iii For Vice Dean

Job Summary:

The Administrative Assistant III coordinates activities and/or provides administrative support for an office which requires an understanding of complex processes, data, and/or operations of a department. This position creates and/or maintains associated documents and databases, arranges/coordinates meetings, special events; updates supervisor of critical issues/events; provides detailed responses to requests for information; reviews and updates administrative procedures; prepares and files required metrics and regulatory reports; and serves as administrative coordinator for annual budget process. 

Major Responsibilities / Duties / Critical Tasks:

       Provides office administrative support including but not limited to: provide quality customer service, open the office daily, address correspondence, return all voice-mails, monitor office supplies/inventory, maintain office computers/electronics/software, schedule and attend staff meetings, maintain/distribute meeting minutes, respond to general questions/ needs.

       Assists with aspects of the day-to-day administration of the department; works in close collaboration with departmental leadership to assist in implementing strategic and operational plans.

        Participates in departmental planning to support the developmental goals which align with the organization's goals and contribute toward cost containment and maximizing research productivity.

       Provides essential administrative support to the department for financial practices and processes, collaborating closely with other departmental administrators to ensure a seamless level of support.

        Works closely with the Director of Academic Affairs, curriculum coordinators and other individuals within the School of Medicine and UT for administrative support and financial processes.

       Establishes priorities to complete work in a timely manner when there are changes in workload, pressures of deadlines, and competing requirements.

       Provides Administrative Assistant stand-in support as needed.

        Monitors the details and quality of their own work; ability to demonstrate high attention to detail.

        Oversees administrative matters related to the development of new and existing programs or events the in department; conducts ongoing analyses of operational functioning within the department and recommends new or amended procedures.

        Oversees all office space assignments and prioritization of capital requests, including equipment and space renovations.

       Provides departmental support as required, which includes scheduling meetings, assisting in report creation, and proficiently determining the optimal meeting location, date, and time.

       Cordially and professionally answers incoming phone calls, including screening or transferring as appropriate, using sound judgement.

        Maintains appointment calendar and schedules appointments or meetings as requested. Handles all related logistics, records and archives meeting notes and other documents for reporting purposes. Tracks status of action items and due dates.

        Makes travel arrangements and reservations per departmental policy and processes travel reimbursement requests.

        Compiles and enters data and generates various standard reports.

        Composes routine correspondence such as form letters, acknowledgements, and notes.

       Handles confidential and/or sensitive information with discretion and adherence to HIPPA and FERPA guidelines.

       Assists in budget preparation activities such as gathering and compiling information.

       Reconciles accounts, including restricted, designated, grant and MSRDP accounts in an accurate and timely manner.

       Prepares routine forms for reimbursement to include direct payments, IDTs and other administrative financial forms.

       Initiates and tracks purchase requisitions, including verification for accuracy.

       Orders and maintains supplies/equipment.

       Assists in coordinating and the set-up of workshops and conference activities.

       Plans and completes projects according to specifications and protocols.

       Assist department head with budgets and performs contract accounting according to institution and sponsor requirements.

       Facilitates preparation of contracts/agreements and submits through contract management software program.

       Assists with annual inventory of equipment.

       Tracks payments and balances on standing orders as necessary. Provides updates to leadership.

       Serves as a liaison between external partners and internal team members for financial matters.

       Assists in promoting the School of Medicine to prospective students, families, and community members with some travel in the Tyler area required.

       Collaborates with other departments within the School of Medicine to ensure all administrative staff are cross-trained.

        Establishes high quality service excellence for the department and is collaborative in nature focusing on databased decision-making.

        Assists faculty, administrative or professional staff by performing clerical/secretarial functions to accomplish the day-to-day operational needs of the department.

       Attends meetings and has an institutional minded view when representing the department on administrative and financial issues. Establishes and maintains working relationships with organizational peers, serves on committees, ensures that department responds to institutional requests and completes projects in a timely fashion.

        Assists with responding to questions regarding administrative and fiscal matters as needed.

        Assists in administrative direction to the educational programs of the department under the direction of the Department Chair and Vice Dean for Academic and Faculty Affairs.

        Provides administrative support for safety, service, and quality improvement, allocation of resources and application of corrective actions as necessary.

        In coordination with Human Resources, assist with departmental activities including, but not limited to, recruitment, interviewing, selection.

        Assists with administrative component of the promotion and tenure and faculty appointment process and ensures the department is following the appropriate policies working in partnership with the School of Medicine office of Faculty Affairs and Professional Development.

       Supports departmental initiatives, events and activities in planning, execution, and evaluation.

       Originate and process eforms for all Full Time, Part-time and Student employees within the department.

       Recommends opportunities to streamline financial operational efficiencies.

       Utilizes University systems in preparation of reports and financial documents and assist with departmental reports and assessment.

       Serves on division and university committees as requested.

       Performs other duties as assigned.

Accompanying Knowledge, Skills, Abilities and Competencies:

• Proficient with Microsoft Office.
• Detailed knowledge of and demonstrated expertise in the use of Microsoft Office applications including Word, Excel, Power Point, and Outlook.
• Excellent written and verbal communication skills to relay complex information with accuracy and diplomacy.
• Ability to maintain organized records.
• Demonstrated ability to write analytical and administrative reports and correspondence, which are clear, concise, logical, and appropriate for a variety of audiences.
• Demonstrated skill in organizing material, information, and people in a systematic way to optimize efficiency and minimize duplication effort.
• Ability to work as part of a team.
• Demonstrated analyzing and problem-solving skills.
• High attention to detail.
• Proven organizational skills
• Ability to multi-task in a fast-paced environment.
• Excellent customer service skills both in person and over the phone.
• Strong organizational skills.
• Understanding of operating standard office equipment.
• Strong ability to multi-task and work with many interruptions.
• Ability to adapt to a Changing Environment.
• Ethical; Able to maintain confidential information.

Required Education / Experience:

High school diploma or equivalent.

Bachelor's degree is preferred.

Five (5) years of related experience working at an office coordinator level or equivalent position is required.