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

Please see Special Instructions for more details.

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.

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 NONAC3666

Job Title Senior Administrative Assistant

Position Title Senior Administrative Assistant

Position Type Non-Faculty

Number of vacancies 1

Salary Commensurate with experience

Department Pharm/Toxicology

Position Summary

Morehouse School of Medicine’s NSF - CREST Center for Circadian Rhythmicity and Sleep Homeostasis is seeking an Administrative Assistant III to provide the Director with complex administrative support. The incumbent plans, organizes and ensures the execution of the Director’s daily activities and operations. In addition, the position is responsible for prioritizing, planning, coordinating, and managing conference logistics.

Administrative Support: · Manage all tasks associated with the Director’s daily meetings and email correspondences. · Compose correspondence; develop, review, and edit presentations and documentation; research and analyze associated issues and/or compile materials needed for presentation and/or decision-making purposes. · Use independent judgment to keep the Director informed of all matters that require his/her attention. · Ensure the Director is prepared for meetings through the development of agendas, compiling information, and liaising with internal and external partners. · Conduct research and collect data for reporting and planning purposes to enable the Director to make decisions and take appropriate action. · Coordinate the onboarding process for the Director’s direct reports, including preparing the onboarding plan and supporting resources, including schedules, key introductions, training, and assisting with logistics. · Work with the Marketing & Communications department to develop communications coming out of the Office of the Chair: presentations, reports, memos, and emails. · Assist the faculty of NSF - CREST Center for Circadian Rhythmicity and Sleep Homeostasis with budgetary issues, travel and ordering of research supplies. · Review, manage, and evaluate internal and external communications in confidence to identify items requiring priority attention. · Plan and schedule complex calendar(s) with limited or no consultation and resolve calendaring conflicts. · Set up and assist with video and phone conference calls, scheduling, and invitations ahead of time, initiating each call and ensuring proper invitations were sent and confirmed. · Reconcile monthly expenses, complete expense reports, and utilize corporate credit card expense tracking system.

Meeting and Travel Support: · Plan events, seminars, conferences, and other meetings, including site selection and procurement, catering, scheduling, and speaker arrangements. · Book transportation, hotel, and meeting registrations for faculty and administrators. · Prepare in advance meeting materials with complete travel agendas. · Make travel, hotel, and car arrangements for all scheduled travel for the Chair. Presentations and Documents: · Create, update, or edit PowerPoint presentations as directed by the Director, and other senior staff. · Send agendas and presentations to appropriate recipients ahead of meetings. · Edit documents and presentations, track changes, work on multiple drafts and ensure compliance with any requirements needed. Organization: · Create and maintain an electronic filing system for the Director’s documents, presentations, correspondences, and workload. · Process orders of office supplies and invoices. · Monitor and ensure appropriate renewals for memberships and journals and maintain files for accounts and passwords.

Minimum Qualifications

Associate’s degree (bachelor’s preferred) and 2-4 years related experience. Experience may be substituted on a year for year basis in lieu of educational requirements.

Must type 50 WPM and be proficient in Microsoft Office Suite.

Preferred Qualifications

Knowledge of Banner software preferred.

Experience working in an IT environment helpful.

Closing Date

Open Until Filled Yes

Special Instructions to Applicants

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.

Quick Link https://careers.msm.edu/postings/23555

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

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 (*).

+ * 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)

+ * Describe your related experience and provide with length of experience.

(Open Ended Question)

+ * Do you have experience with Banner.

+ Yes

+ No

Applicant Documents

Required Documents

+ Cover Letter

+ Curriculum Vitae or Resume

Optional Documents