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Senior Administrative Assistant Bookmark this Posting Print Preview | Apply for this Job

Posting Details

Position Information

About MSM

Morehouse School of Medicine ( MSM ) is a place of distinction, serving as the nation’s leading academic medical center for vulnerable populations. It’s also a place for passionate individuals looking to join a dedicated community working today to help prepare tomorrow’s leaders.

We exist to:

• Improve the health and well-being of individuals and communities;

• Increase the diversity of the health professional and scientific workforce;

• Address primary health care through programs in education, research and service;

With emphasis on people of color and the under-served urban and rural populations in Georgia, the nation and the world.

At Morehouse School of Medicine, we’re leading the creation and advancement of health equity. You will find a fulfilling career at MSM !

Posting Number NONAC3592

Job Title Senior Administrative Assistant

Position Title Senior Administrative Assistant

Position Type Non-Faculty

Number of vacancies 1

Salary Commensurate with experience

Department Office of The Executive Vice President for Health Affairs and Dean

Position Summary

Under general supervision, provide professional-level administrative support of a highly responsible and confidential nature to ensure operations and functions are performed in an efficient and effective manner. Provide administrative support for assigned divisions and faculty and provide administrative support for general department operations.

Minimum Qualifications

Two-year degree in business administration, communications, or a related field. Seven years of office administration, senior secretarial, or related experience is acceptable in lieu of a two-year degree.

Two to four years of prior experience providing administrative support at the Director or VP level.

Ability to thrive in a fast-paced environment and operate with a high sense of urgency.

Ability to observe strict confidentiality in all aspects of services provided.

Strong interpersonal skills with the ability to interface effectively with a wide variety of internal and external clients.

Strong proficiency in MS Office – including Word, Excel, PowerPoint & Outlook.

The ability to type or keyboard 60 accurate words per minute.

Preferred Qualifications

A bachelor’s degree in business administration, communications, or a related field.

Three years or greater of experience providing administrative support at the executive (“C-suite”) level.

Experience with meeting preparation and materials development, including Board of Directors meetings.

The ideal candidate will have worked in higher ed, academic health sciences, and/or academic medicine.

Proficiency in Smartsheet and other Project management tools.

Closing Date

Open Until Filled Yes

Special Instructions to Applicants

Quick Link https://careers.msm.edu/postings/23101

EEO Statement Summary

Morehouse School of Medicine is an equal opportunity/equal access/affirmative action employer fully committed to achieving a diverse workforce and complies with all Federal and Georgia State laws, regulations, and executive orders regarding non-discrimination and affirmative action. Morehouse School of Medicine does not discriminate on the basis of race, age, color, religion, national origin or ancestry, sex, gender, disability, veteran status, genetic information, sexual orientation, or gender identity or expression.

Job Duties

Description of Job Duty

Specific Duties:

Provide professional administrative support to an executive leader, often in carrying out matters of a confidential nature, to include coordinating travel, maintaining calendars and schedules, preparing correspondence, reports, and presentations, and organizing division-related meetings, webinars, and events

Provide administrative support for budget development, proposals, consultant agreements, and new vendor setups

Serve as liaison to other entities and individuals, internally and externally, seeking information and services

May compose and prepare faculty activity reports and career development reports for assigned faculty.

Serve as the initial point of contact for phone inquiries on behalf of the executive leader.

Initiate and follow up on travel requests, check requests, requisitions, orders, and purchases;

Monitor and track budget expenditures;

Maintain office supplies and equipment;

Obtain vendor quotes as needed

Assist with coordinating and organizing department activities such as meetings and sponsored events

Provide administrative support for meetings to include preparing the agenda, sending out notifications, setting up meeting locations via virtual or in-person, and taking and transcribing minutes

Key skills and experiences required for this role include:

Project Management and Attention to Detail: Ability to prioritize, manage, and balance a variety of project responsibilities effectively, efficiently, and accurately.

Problem Solving and Business Acumen: Ability to see around corners, quickly synthesize information, connect dots, and develop solutions.

Relationship-Building: Excellent interpersonal relationship skills, particularly the ability to develop rapport and engage with people at all levels.

Communication and Service-Orientation: Skillful communicator who can develop clear messaging, provide quality service, and effectively adapt style to fit different audiences. Demonstrated verbal and written communication, customer service, and interpersonal skills.

Pace, Multi-Tasking: Demonstrated ability to work ahead of the executive, anticipating needs, juggling competing priorities, mental acuity to understand the breadth of strategic priorities, and deliver against those demands. Ability to thrive in a fast-paced environment and operate with a high sense of urgency.

Agility: Ability to multitask, manage time, and meet time-sensitive deadlines. Ability to multitask with professionalism and composure. Can pivot easily, can move from one complex project to another with clarity of understanding.

Technical Expert: Advanced computer skills including full suite of Microsoft Office and Microsoft Teams.

Organizational Skills: Excellent organizational skills, along with attention to detail. May need to accommodate the scheduling demands of a growing organization and respond after hours as needed.

*This job description is not intended to be all-inclusive; therefore, management has the right to assign or reassign schedules, duties, and responsibilities to this job at any time, as business requirements dictate. It is mutually agreed that this job description does not constitute a written or implied contract of employment.

Employment in this role may be contingent upon extramural funding and successful performance, and may be terminated or reduced in percentage of appointment if such funding is not secured or ceases to be available.

Pre-Employment/Employment Requirements

All offers of employment are contingent upon successful completion of all pre-employment screenings.

Immunization

Immunization Requirements

It is MSM’s Immunization policy that all Prospective Employees are encouraged to provide proof that they are vaccinated against COVID -19 prior to commencement of employment. If employment will commence during Flu Season, MSM requires all individuals to provide proof that they are vaccinated against Seasonal Influenza for the current Flu Season, unless granted an exemption. Failure to provide proof of vaccination for any required vaccines or obtain an exemption from MSM will result in rescission of a candidate’s offer of employment or disciplinary action up to and including termination.

Posting Specific Questions

Required fields are indicated with an asterisk (*).

+ * What is the highest level of education you have completed?

+ Terminal degree (Ph.D., Ed.D., J.D. or other) from a regionally accredited college or university

+ Masters degree from a regionally accredited college or univeristy

+ Bachelors degree from a regionally accredited college or university

+ Associate's degree from a regionally accredited college or university

+ High School diploma or GED

+ My college degrees were conferred but are not accredited or recognized by the Dept. of Education

+ * Please detail in full your prior experience providing C-Suite professional administrative support, ensuring the inclusion of length of service and industry.

(Open Ended Question)

+ * What is your date of availability?

(Open Ended Question)

+ * Please provide your salary requirement. Do Not Enter Negotiable, a specified salary range is required. Not providing a salary requirement will result in your application being incomplete and will not be considered.

(Open Ended Question)

Applicant Documents

Required Documents

+ Curriculum Vitae or Resume

Optional Documents

+ Cover Letter

+ Other Document