Administrative Assistant Sr

Job title: Administrative Assistant Sr in Nashville, TN at Meharry Medical College
Company: Meharry Medical College
Job description: This position will provide administrative support to the Assistant Vice President (AVP) and Site Director of Memphis Programs. The associated duties will include coordinating the AVP’s calendar and schedule, serving as a delegate for Adjunct Faculty (AF) applications and appointment updates and working as a liaison and project manager for various assignments and projects. This position will be located in Memphis, Tennessee and will require rare travel to Nashville.Duties and Responsibilities

• Provide administrative support for the AVP by monitoring and tracking inventory systems and outstanding requisitions and journal entries for grants, timely reconciliation of the corporate Amex card, processing reimbursements, coordinating the AVP’s travel and submitting related documents, assisting with regularly scheduled reports, ordering office supplies, and assuring the office remains operational.

• Assist with the development, implementation and maintenance of the Academic Office, administrative policies, procedures, methods and guidelines, Adjunct Faculty support protocols and Continuing Medical Education (CME) programs. Act as a liaison with administration, other departments, faculty, staff, students, residents and external partners, vendors and organizations and provides relevant assistance and responds to inquiries regarding Office policies, procedures and functions. Assist with organizing, executing, faculty schedules; serve as ambassador for Office guests and new employees. Serve as Office liaison for IT, safety coordination and fire drill protocol. Ensure operation of equipment by maintaining maintenance agreements and inventories in offices, lounge space, conference room and classrooms. Serve as Office liaison for property maintenance. Organize student orientation with Curriculum Coordinator, AF recruitment events and annual retreats, and other academic related programs and projects, as assigned. Prepare audio-visual equipment for lectures, assist with coordinating meetings and meetings rooms. Provide administrative support for the Curriculum Coordinator. Work in tandem with appropriate campus-based staff and administration.

Serve as administrative support for Adjunct Faculty. Manage main phone line and disseminate messages, sort and distribute mail. Assist AVP and Adjunct Faculty in producing grant applications, PowerPoint presentations, and completing faculty development projects. Work closely with Curriculum Coordinator in support of the AVP.Knowledge Skills and Abilities

• Possess extremely high attention to detail

• Ability to manage and complete time-sensitive tasks

• Must exhibit diplomacy, tact and exceptional communication skills

• Possess analytical and time management skills

• Possess strong organizational and planning skills

• Possess excellent written and verbal communication skills

• Proficient in Microsoft Office Suite and other relevant software programs

• Ability to safeguard confidential information

• Ability to work collaboratively with faculty, staff, residents and students.

Ability to work in a hybrid (virtual and in-person) environmentEducation and ExperienceCollege degree or at least five years of relevant experience in an academic administration position required. Master’s degree preferred.Environmental Conditions and Physical Demands

• Usual office environment
• Manual dexterity
• Visual and auditory acuity

Able to sit, stand or walk for extended periods of time
Expected salary:
Location: Nashville, TN
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