Summary:

This role involves performing a wide variety of administrative tasks independently and in a professional manner, including organizing tasks, managing complex schedules, appointments, and deadlines, and coordinating office support for clinical duties, educational initiatives, grants, and projects. This role requires exceptional organizational skills, attention to detail, and efficiency.

Essential Duties and Responsibilities include the following:

• Provide comprehensive administrative support to members of the CARES Institute executive team and principle management assistant and others in the department as assigned.
• Manage correspondences for members of the executive team and the principle management assistant, including emails, letters, and memos, ensuring timely responses and proper documentation.
• Perform routine clerical duties, such as typing, letter preparation, and organization of records and files.
• Assist with manuscript preparation such as peer reviewed journals and book chapters related to the fields of pediatrics and child maltreatment.
• Schedule and coordinate meetings, conferences, and appointments as assigned, handling logistics such as room reservations, catering arrangements, and travel accommodations.
• Communicate effectively with leadership and team members to coordinate schedules and prioritize tasks, contributing to a collaborative and efficient work environment.
• Maintain accurate and up-to-date records, databases, and filing systems, ensuring easy access to information for departmental use.
• Assist with the preparation and distribution of grant proposals, research papers, and PowerPoint presentations, including formatting documents, proofreading, and editing as needed.
• Assist with preparation and submission of reports (e. g., monthly, and quarterly reports) in a timely manner. Research and compiles data, performs analysis and submits information in required format.
• Coordinate the procurement of office supplies, equipment, and other resources necessary for departmental operations, ensuring cost-effectiveness and compliance with institutional policies.
• Serve as a liaison between the department and external stakeholders, including research collaborators, funding agencies, and regulatory bodies, facilitating communication and collaboration.
• Provides backup coverage at the front desk and other areas as needed.
• Perform other administrative tasks and special projects as assigned by department leadership, demonstrating flexibility and adaptability.
• Demonstrates ability to set and maintain a professional attitude when dealing with staff and others outside of the office.
• Organizes and prepares agendas for upcoming meetings.
• Regularly monitors and briefs executive staff regarding upcoming projects, meetings, and submission deadlines.
• Tracks the status of licensure and continuing education status for CARES staff as assigned. Ensuring continuous compliance with boards and regulators.
• Keeps abreast of University regulations, policies and procedures. Demonstrates ability to professionally explain these to staff and students.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Education and/or Experience:

Associate's Degree, plus two (2) years of administrative/secretarial experience. Proficient computer skills, including Microsoft Word, Excel, PowerPoint, Outlook, email, presentation, and database software packages. Exceptional organizational skills and attention to detail.  Proficiency in utilizing technology for organization and time management purposes.  Strong interpersonal and written communication, with the ability to work collaboratively with diverse stakeholders.  Demonstrated ability to prioritize tasks, manage competing priorities, and meet deadlines effectively. Proficient computer skills including word processing, spreadsheets, email, presentation, and database software packages. Equivalent education, experience, and/or training may be substituted for the degree requirement.

NOTES:

• Only completed, online applications submitted on or before the deadline will be considered.
• Candidates must be legally authorized to work in the US, and the university will not sponsor an applicant for a work visa for this position.