This position serves as the Administrative Assistant to the Chairman, Program Administrator, Faculty and Administrators in the Department of Neurosurgery. With minimal direction and latitude for independent judgment, performs routine and non-routine duties requiring high-level and advanced administrative and management skills. This position deals with highly confidential information and must be able to work with limited supervision and exercise independent judgment. Experience and knowledge of University policies and procedures is required. Essential to the position are strong interpersonal and organizational skills, the ability to prepare faculty letters and promotional materials independently.

Typical Duties

Recruitment (50%)

• Schedules and coordinates recruitment of faculty, advanced practice providers, postdoctoral fellows, etc. under the direction of the Chairman, Program Administrator, and Admin 1, including composing ads for posting of positions in national journals, national websites and acts as liaison with recruiters and candidates.
• Responsible for compiling itineraries involving multiple Departments and Campuses including travel arrangement, scheduling interviews, lodgings, and meals for candidates and visiting faculty. Escorting candidates to various interviews on-campus and occasionally off-site meetings.
• Onboarding of new providers through the creation of checklist customized to our Department outlining requirements, timeframe, responsible party, specific contact information and website links for additional information.

Project Management (30%)

• Provides project management support that includes researching venues and pricing information, initial negotiation of pricing, organizing, scheduling and coordination of departmental events including visiting professorships, banquets and alumni gatherings. Secures venues, coordinates invitations and printed materials, collects RSVP’s and communicates with vendor. Maintains oversight of prepared budget to ensure cost effectiveness. On-site presence at events to ensure smooth operations.

Administrative (15%)

• Processes invoices and assures fiscal responsibility tracking items for reimbursement and purchasing. Reconciles credit card account on a monthly basis assuring accuracy.
• Provides administrative support to Chairman, Program Administrator and Faculty. Responsibilities include composing documents, answering, screening and routing phone calls, copying and scanning documents, distributing mail and faxes, ordering supplies, etc.
• Assists with other duties and projects as required.

Advancement (5%)

• Department advancement liaison responsible for planning, implementing and managing a comprehensive advancement program for the Department of Neurosurgery under the direction of the Chairman and Program Administrator; responsible for engaging key donors and creating and maintaining relationships under leadership direction.

Requirements:

Graduation from college or an equivalent combination of experience and training; 3 years of related work experience including at least 1 year in an administrative capacity in an academic office or project management or the equivalent experience in business.

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