JOBSUMMARY/ESSENTIAL JOB FUNCTIONS: The Senior Administrative ServicesAssistant provides a wide range of complex administrative support and/orclerical assistance for the Department of Pediatrics-Pulmonology. Liaisonsinternal and external communication that includes interactions with practiceplan staff, processing data entry transactions, managing supply orderingprocesses, processing payables, maintaining division inventory status, andmonitoring departmental expenditures, including account ledger review.
Monitors the budget by tracking account expenditures, assisting with monthly report generation, and ensuring/verifying the use of grant contract funding.
Assists with preparation and management of grants, endowments and other accounts; follows up with faculty and outside agencies, as required.
Coordinates electronic reconciliation of approved accounts and monthly ledgers; investigates and alerts faculty of discrepancies; processes accounts payable/receivables, including procurement card purchasing and reconciliations.
Serves as the department's principal contact/liaison with all University and external contacts. Assists with developing departmental systems/procedures and communicates policies and procedures to staff.
Compiles and analyzes data required for administrative and financial reports, including GME specific reports. Manages faculty calendars, including building/inputting on-call schedules. Arranges meetings, appointments, and travel.
Assists in arranging schedules and drafting itineraries for visitors, faculty candidates, speakers, and other special guests. Prepares agendas and travel itineraries, as needed.
Inputs monthly, biweekly, FMLA, and temporary employee timesheets using SAP.
Assists with coordinating faculty recruitment, faculty certifications, and promotion processes. Compiles documentation needed for faculty credentialing and visa submissions. Updates and maintains faculty biographical sketch and curriculum vitae.
Coordinates division events, including conferences, seminars, and departmental meetings.
Purchases and maintains inventory of supplies and equipment for office or schools and families, especially prescriptions, refills, prior authorizations, school permissions, etc.
Assists with acquiring articles from journals, books, and other material for faculty use in teaching.
Manages departmental inventory to assist with the annual University survey. Assists with data compiling and entry to Evision/Cayuse system when needed. Serves as backup for other administrative personnel as needed.
Performs other related duties as assigned.
Internal Number: 192528
The mission of the University of Tennessee Health Science Center is to bring the benefits of the health sciences to the achievement and maintenance of human health, with a focus on the citizens of Tennessee and the region, by pursuing an integrated program of education, research, clinical care, and public service.