Administrative Assistant
Meharry Medical College

Job Info

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This position will support the office of Student Academic Affairs (OSAA) with administrative and operational activities. The position will provide high level of administrative support to the Sr. Associate Dean for OSAA in achievement of the departments goals; performs confidential and detailed administrative duties; consults and communicates with students, executive committee members and other senior level administrators of the College. Coordinates special projects and prepares related reports for the Sr. Associate Dean.

Essential Functions (Duties and Responsibilities) - Assign a percentage to each essential function (equal to 100%):

• Performs high level confidential administrative duties and delegated duties in support of the Dean. Prepares written correspondence for the Sr. Associate Dean which may include composing student letters, memorandums, and other confidential correspondence as instructed.

10%

• Works with the Sr. Administrator on management of the Sr. Associate Dean's calendar. The incumbent must understand how to plan a day for a senior level executive. Attends meetings with them and prepares notes as requested by the Sr. Associate Dean.

25%

• Performs executive office special project duties related to the Sr. Associate Dean's extramural activities (i.e. Boards, Committees, and /or Advisory Councils) in the absence of the Sr. Administrative Assistant.

5%

• Attends executive meetings, transcribe and compose meeting minutes. Work with the Dean's Executive Associate on action items needed for Sr. Associate Dean.

5%

• Prepares reports for the Sr. Associate Dean & Dean of the School of Medicine. These reports may be for internal use for accrediting agencies. Coordinates, interprets, implements, and monitors adherence to College policies and procedures.

10%

• Coordinate all travel arrangements for the Office of Student Academic Affairs. Makes arrangements for membership and annual meetings, i.e. physical and agenda.

5%

• Interacts with employees, representatives of organizations and groups and other entities involving discussions, explanation, and interpretation of policies, rules regulations and operations of the College. Initiates and coordinates searches for administrative support positions.

5%

• Plans and directs preparation for special events such as retreats, receptions, commencement, and dinners hosted by the School, functions for dignitaries, routine business luncheons, and dinners and some professional entertaining.

5%

• Works with the Dean's Executive Associate to coordinate Executive leadership evaluations on behalf of the Dean assigned to Sr. Associate Dean.

5%

Other administrative duties as assigned.

• prepare and edit correspondence, communications, presentations and other documents
• design and maintain databases
• file and retrieve documents and reference materials
• conduct research, collect and analyze data to prepare reports and documents
• arrange and maintain executives' schedules, appointments and travel arrangements
• arrange and co-ordinate meetings and events
• record, transcribe and distribute minutes of meetings
• monitor, screen, respond to and distribute incoming communications
• answer and manage incoming calls
• receive and interact with incoming visitors
• liaise with internal staff at all levels
• interact with external clients
• co-ordinate project-based work
• review operating practices and implement improvements where necessary

25%

100%

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