Staff Assistant III (Administrative Assistant)

Job Summary:
The Department of Health Policy and Management (HPM) is committed to training and inspiring the next generation of healthcare leaders. Our students and faculty are passionate about making the world a better place by improving health and healthcare. We work on compelling and important problems, from making the delivery of care safer and more efficient, to expanding health insurance coverage and eliminating disparities, to designing and improving the performance of entire health systems.
This position will have a portfolio of faculty and/or research scientists for whom it provides administrative support, including scheduling of meetings, managing calendars, booking travel, processing reimbursements, providing event support, preparing materials for publications and/or grants, assisting with course material preparation, etc. The position may also provide support for general department administration, as needed.
Job-Specific Responsibilities:
Reporting to the Director of Administration, the Administrative Assistant will work in the Department of Health Policy and Management, providing administrative support to a group of faculty and researchers. This position is responsible for performing a wide range of duties to support department faculty and the department as a whole for maximum success and impact.
The Administrative Assistant performs a broad range of complex, detailed, and confidential administrative duties in support of faculty, researchers, and departmental operations. Duties and responsibilities include, but are not limited to, the following:
Providing comprehensive administrative support to assigned faculty and researchers, including drafting, editing, proofreading, and preparing correspondence, reports, memoranda, lecture and course materials, presentations, cases, letters of recommendation, grant proposals, publications, technical reports, and scientific articles; retrieving and organizing research articles and other reference materials
Managing complex calendars and schedules; coordinating meetings, appointments, travel arrangements, parking, and other on-campus services
Preparing and processing financial transactions and reports, including travel reimbursements, corporate and purchasing card expenses, and other departmental expenditures; assisting with budget, grant, and contract administration by tracking expenditures, reconciling accounts, maintaining spreadsheets, and utilizing departmental financial systems and budget tools
Serving as a primary point of contact and source of information for faculty, staff, students, external collaborators, and other constituents
Coordinating and supporting departmental events, conferences, seminars, colloquia, and other gatherings, including arranging facilities, catering, agendas, logistics, and related services
Gathering, maintaining, and analyzing data; preparing reports and presentations using a variety of software applications, including word processing, spreadsheet, database, graphics, presentation, calendar, email, and other specialized systems
Performing general administrative duties, including creating and maintaining filing systems; managing mail, email, phone calls, and information distribution; taking meeting minutes; providing transcription services; and maintaining departmental web content
Conducting library and research support activities, including summarizing findings and obtaining permissions and copyright registrations when required
Assisting with training, scheduling, and coordinating the work of student, temporary, or casual staff
Supporting day-to-day office operations, including inventory management, purchasing office and kitchen supplies, coordinating copier services, and assisting with mail distribution
Performing other duties as assigned
PLEASE NOTE: Scheduling flexibility may be required depending on faculty and departmental initiatives. This role has a term appointment of 2 years with the possibility of extension.
Basic Qualifications:
3+ years of relevant experience is required; a combination of education and experience may be considered
Additional Qualifications and Skills:
Bachelor's Degree
Proficiency with Microsoft Office suite, WordPress or other website creation software, financial systems
Works well independently with minimal supervision
Solid working knowledge of office processes and systems, and of related computer software and electronic communications tools.
Handles complex and confidential information with discretion.
Interpersonal skills with experience providing complex administrative support to multiple constituents.
Works across teams and with a variety of projects and constituencies.
Sstrong time management skills
Experience strategically handling and managing competing priorities
Strong attention to detail
Reliable to follow through on tasks and projects with a high level of accuracy and efficiency

Employment type
Full-time

Work arrangement
Hybrid