Administrative Assistant Sr
Meharry Medical College

This position provides high-level administrative support and provides direct support to the Department Chair and faculty, as needed. The Administrative Assistant Senior (AA Sr) serves as the primary point of contact for internal and external matters pertaining to the administrative operation of the Academic Office of the Department of Obstetrics and Gynecology. The AA Sr coordinates and assist with managing administrative activities and workflow processes to ensure smooth efficient operations within the department. The AA Sr performs administrative support duties and makes work-related decisions in accordance with existing policies and procedures. The AA Sr may oversee the work activities of lower level support personnel. The AA Sr may perform designated duties of immediate supervisor during periods of absence.

Daily Operations

• Manage and maintain Department Chair's schedule, appointments, speaking engagements and travel arrangements, including preparing meeting materials and agendas. Create and edit correspondence, staff meetings and other related activities in direct support of the Department Chair. Administers and coordinates department activities, projects office related work activities. Assists with the updating, developing and implementing office procedures and work schedules. Schedule and staffs departmental meetings and provide administrative support for institutional committees of which the Department Chair serves in leadership. Acts as liaison with other departments, faculty, staff, students and external organizations and responds to inquiries regarding department policies, procedures and functions. Prepare various reports, and prepare communications, presentations and other documents. Ensures the Department Chair's bio and CV are kept updated. Work closely with the Department Administrator to complete the department's annual strategic operating plan reports and departmental reports to the Board of Trustees as submitted to the Dean of the School of Medicine. Manage APT recommendations. Coordinate faculty leave requests for approvals.
• Designs and maintains databases and complex filing structures. Receives and interacts with incoming calls and visitors.
• Work with Department Administrator on implementing operational improvements, where necessary
• Work closely with the Department Chair to ensure he/she is well informed of upcoming commitments and responsibilities. Prioritizes conflicting needs; expeditiously handles matters, is proactive, and follows-through on assignments and projects to completion; particularly when under pressure to meet deadlines.
• Under the direction of the Department Administrator, monitors and complies with department budgetary guidelines and financial items and grant specifications. Schedules and staffs Departmental APT meetings and prepare APT documents for faculty recommendations to the institutional APT committee.
• Facilitates cross-departmental coordination of travel and other administrative duties, as needed.
• Oversees departmental supplies and procurement.
• Coordinates assignments for work study students.
• Performs other related duties as assigned.

Required Skills

• Comprehensive knowledge of institutional policies, procedures and organization structure.
• Possess excellent communication and writing skills with strong composition and editing skills.
• Demonstrate organizational and planning skills
• Have worked in an environment requiring high level administrative practices and procedures.
• Demonstrated knowledge of office proficiency in various PC based applications (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat, various social media web platforms, and the operation of general office machines and technological equipment.
• Demonstrate good problem analysis and problem solving skills
• Demonstrate proven ability to handle confidential information with discretion.
• Demonstrate attention to detail and accuracy.
• Demonstrate organizational and planning skills.
• Demonstrate ability to achieve high performance goals and meet deadlines.
• Must be a highly resourceful team player
• Demonstrate ability to be extremely effective independently.
• Demonstrate interpersonal skills necessary to establish and maintain effective working relationships with internal and external contacts.
• Demonstrate good critical thinking skills.

Required Education and Experience

• Bachelor's or Master's degree, preferred.