Administrative Assistant

Administrative Assistant

The Administrative Assistant provides administrative support and assistance in the day-to-day administration to the Office of the Provost, including the Senior Vice Provost and the Vice Provost for Clinical Affairs. This is an on-site position responsible for managing front desk operations. This role involves conducting research, preparing reports, performing data entry, and maintaining a variety of routine administrative tasks, including preparing correspondence, receiving guests and visitors, arranging conference calls, and scheduling meetings.

Essential Duties and Responsibilities: Maintain a cordial and welcoming atmosphere by greeting and assisting visitors, students, faculty, staff, and other stakeholders professionally and courteously. Receive, handle, and transfer phone calls promptly and courteously, directing calls to the appropriate parties or taking accurate messages when necessary. Receive, sort, and distribute incoming mail and deliveries... Maintain and order office supplies, track inventory levels, and ensure an organized office suite to support efficient daily operations. Perform general office duties such as maintaining records, database systems, reports, memos, and statements using word processing, spreadsheet, database, or presentation software. Submits and follows up on maintenance and work order requests. Provide comprehensive administrative and clerical support to the Senior Vice Provost and Vice Provost. Oversee and maintain executives' schedules. Coordinate conferences, make travel arrangements, and process reimbursements. Conduct research, compile data, maintain, and regularly update the clinical partner database. Handle confidential and sensitive information with discretion. Assists in all office activities and projects as requested. Perform other related clerical and administrative support duties as assigned.

Qualifications/Requirements: EDUCATION: Regionally accredited bachelor's degree preferred; or 5+ years equivalent of combined experience and education in a related field. EXPERIENCE: Three or more years of administrative experience in an office or university setting. A background in customer service and basic knowledge of coordinating and scheduling.

KNOWLEDGE/ABILITY/SKILLS: Able to communicate in a clear and concise manner. Demonstrated ability to plan, organize, and schedule various office activities. Knowledge of MS Office: Word, Excel, PowerPoint, Outlook, along with ability to learn internal information technology platforms. Skill in organizing resources and establishing priorities with high attention to detail; ability to manage time effectively. Ability to gather data, compile information and prepare reports. Interpersonal skills to establish and maintain effective working relationships with visitors, guests, students, faculty, and staff. Strong written and verbal communication skills. Proficiency in Microsoft Office Suite. Completes routine and repetitive tasks accurately. Actively seeks opportunities to assist others and fosters positive working relationships with colleagues and other units. Ability to make sound administrative/procedural decisions using sound judgment.

Compensation:

• $22.00 - $28.06 hourly

Position Status:

• Full Time, Non-Exempt

Complexity:

• The ability to perform highly detailed work with sustained attention and care while providing/obtaining information on numerous inquiries is paramount to success in this position.

Physical Demands:

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Occasional stooping. Frequent standing. Constant walking, sitting, climbing, reaching high/low levels, finger movement, feeling, speaking clearly, hearing conversationally, and seeing far and near.

Work Environment:

• Position involves working on-site at the office/suite.
• The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Occasionally required to work in confined space.

Mental Demands:

• The mental demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Frequent variety of unrelated tasks. Constant calculating, interrupted work, a variety of interrelated tasks, and use of sustained concentration, reasoning, judgment, resourcefulness, analytical ability, and ingenuity.

Special Requirements:

• As a health professions institution of higher education, Charles R. Drew University of Medicine and Science seeks to protect the health and safety of the University community. As a condition of enrollment and employment, students, faculty, and staff must comply with the current CDU COVID-19 requirements as described on the CDU COVID-19 webpage.
• Ability to work effectively with a diverse community.

EEO Statement: Charles R. Drew University is committed to Equal Employment Opportunity. Applicants will be considered without regard to gender, race, age, color, religion, national origin, sexual orientation, genetic information, marital status, disability or covered veteran status.

Fair Chance Statement: Charles R. Drew University of Medicine and Science will consider qualified applicants, including those with criminal histories, in a manner consistent with state and local "Fair Chance" laws.