Administrative Assistant Part Time

SUMMARY:

We are currently looking for an Administrative Assistantto join our Department of Medicine team. This full-time role will primarily work days with occasional early evening hours. This is a grant funded position with a term date of 6/30/2025.

BA S I C P U R P O S E O F T H E J O B

Under general supervision, provides administrative support to department and leadership staff working on Project ECHO. Performs work involving technical or complex administrative tasks requiring excellent communication skills, considerable independent judgment and the ability to be flexible in a fast-paced environment. Represents Project ECHO and the organization to internal and external customers.

RESPONSIBILITIES:

•        Provides administrative support to Project ECHO staff and leadership, including arranging meetings, transcribing and developing documents.

         Provides staff and leadership support in planning and executing Project ECHO goals and strategies.

         Acts on behalf of the leadership team to manage calendars, communications, travel, and meeting arrangements in a timely manner - including general calendar management for Project ECHO leadership teams.

         Greets visitors to the department and answers general support calls from internal contacts and vendors. Directs visitors/calls as appropriate. Resolves issues with little guidance.

         May assists in the on-boarding of new employees to the department, including submitting IT requests and maintaining accurate employee records for the department. Maintains accurate versions of department organizational chart.

         Works closely with team members to produce presentations, proposals, reports, letters, and other materials as needed. Tracks, inputs, and maintains department data and information as instructed.

         Submits requests and maintains appropriate levels of office supplies and necessary equipment, materials, and tools.

         Provides project support as needed.

         Provides customer service to hospital personnel in a timely, professional manner.

         Serves on administrative and/or cross departmental teams and task forces as assigned.

         Performs other duties as assigned.

QUALIFICATIONS:
Minimum Qualifications:

• High school graduate
• 4-6 years of relevant administrative experience

-OR-

• An approved equivalent combination of education and experience

Preferred Qualifications:

• Associates Degree
• Experience in a healthcare setting

Knowledge/ Skills/ Abilities:

• Ability to work independently with limited guidance
• Ability to adapt to change and changing priorities
• Ability to communicate in a professional, clear, succinct, and tactful manner, both verbally and in writing
• Experience in computer applications, e.g. Microsoft Word, Excel, Outlook, and PowerPoint
• High level of interpersonal skills and the ability to communicate with people at all levels of the organization
• Ability to manage a workload involving multiple activities and tight deadlines
• Confident ability to exercise independent judgment and maintain confidentiality of materials and information