The Division of Rheumatic and Autoimmune Diseases is seeking an Executive Office and Administrative Specialist to provide administrative support to six (6) faculty members and the Division Administrator.
Job Duties & Responsibilities 20% - Chrome River Financial System Process all reimbursement requests for faculty, fellows and staff in Chrome River. Maintain and process all purchase orders in Chrome River. Set up new purchase orders in Chrome River. Work with accountant on reimbursements, sponsored and non-sponsored account balances, and summarizing monthly accounting reports.
30% - T35 Grant Administrative Support Provide administrative support throughout the year on the T35 Training Grant, as directed by PI. Onboard summer research students, coordinating with Department HR Group. Provide support to research students prior to and throughout 8-week summer training session. Assist grant PI on progress reports for grant. Travel arrangements and scheduling for guest speakers brought in for the program. Coordinate with Research Managers on grant needs.
25% - Administrative Support to Faculty Provide administrative support services to Division faculty and Division Administrator to include: - Prepare and edit correspondence in Google Docs and Microsoft Word - data entry - prepare and edit spreadsheets in Microsoft Excel - develop Division newsletter to distribute on quarterly basis - provide updates on social media - work to keep Division information updated on University and M Health websites - work with Division Administrator and JCE Recruiter on faculty candidate visit scheduling - special projects as directed by Division Administrator
25% - Clinic Scheduling in QGenda Maintain clinical faculty schedules in QGenda Scheduling System. Submit/update faculty requests for scheduling changes in QGenda on a daily basis. Work to synchronize QGenda with EPIC Scheduling System. Communicate and coordinate with clinic nursing staff and CSC Production staff on clinic schedule changes. Enter call schedules into QGenda. Work with Division Adminsitrator and Fellowship Coordinator on faculty clinic scheduling. Coordinate clinical schedules in faculty Google calendars.
Hourly Range: $18.26 to $27.82 USD/hour
All required qualifications must be documented on application materials.
Required Qualifications - High school diploma/GED and four (4) years administrative support experience.Training/education may be substituted for some of the experience. - Intermediate skill level with Microsoft Excel and Word - Excellent written and verbal communication skills
Preferred Qualifications - Experience working in a healthcare or higher education setting - Experience processing financial transactions (reimbursements, purchase orders) - Experience with Chrome River - Experience with QGenda Clinic Scheduling System - Intermediate skill level with Google Docs and Google Scheduling System
Internal Number: 336054
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