Administrative Assistant III 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 NONAC3587
Job Title Administrative Assistant III
Position Title Administrative Assistant III
Position Type Non-Faculty
Number of vacancies 1
Salary Commensurate with experience
Department Psychiatry
Position Summary
Morehouse School of Medicine's Department of Psychiatry is seeking an Administrative Assistant III to provide the Departmental Chair with complex administrative support. The incumbent plans, organizes and ensures the execution of the Chair'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 Chair'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 Chair informed of all matters that require his/her attention.
Ensure the Chair 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 Chair to make decisions and take appropriate action.
Coordinate the onboarding process for the Chair'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.
Manage and provide oversight on all of the Chair's direct reports' vacation and time off requests.
Schedule and coordinate Faculty meetings, including agenda organization, monitoring the status of tasks assigned before and after meetings, and following up as necessary.
Support the Chair as a gatekeeper to manage information flow and exchange, ensuring effective communication across key stakeholder groups.
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 Chair, Director, and other senior staff.
Review guidelines for deadline submissions as well as the required format for presentations.
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 Chair'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 from a regionally accredited college or university. In lieu of educational requirements, experience may be substituted on a year-for-year basis.
Minimum of three (3) years of administrative assistant experience supporting a senior leader.
Must be proficient in Microsoft Office Suite.
Ability to communicate effectively orally and in writing.
Must be able to @type 45 WPM .
Must @type 50 WPM . Must be proficient in Microsoft Office Suite and Google Applications.
Preferred Qualifications
Bachelor's Degree preferred from a regionally accredited college or university
Experience working in an academic and clinical setting with matrixed reporting relationships is also preferred.
Closing Date
Open Until Filled Yes
Special Instructions to Applicants
Quick Link https://careers.msm.edu/postings/23042
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
Required Minimum Knowledge, Skills, Abilities and Training:
Exceptional interpersonal skills and strong managerial ability.
Ability to interact and influence at the most senior levels of multiple organizations and to work collaboratively across function, level, and departments toward shared objectives.
Excellent organizational skills to maintain fast-paced office environment communications, files, and all supportive functions.
Ability to work cooperatively and strategically in a team environment with all levels of professional, technical, and administrative staff and to integrate resources on a timely and organized basis.
Established skills in planning and managing multiple projects/agendas.
Well organized and able to prioritize and manage competing priorities.
Proficient in Microsoft Office and Google Applications.
Provide administrative support for special projects, research-related projects, manuscript preparations and for other faculty as assigned; Coordinate speakers, presentations for faculty meetings, prepare appropriate documentation of faculty meetings
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 your highest level of completed education?
High School/GED
Associate's Degree
Bachelor's Degree
Master's Degree
EdD, MD, PhD, DrPH, JD
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Are you profiecient in Microsoft Office Suite?
YES
NO
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Are you comfortable working on-site?
(Open Ended Question)
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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
Cover Letter
Curriculum Vitae or Resume
Optional Documents
Other Document
