Secretary III (1199 SEIU)

The Pathology, Microbiology, and Immunology department is seeking a candidate to provide comprehensive administrative support for the day-to-day operations of the office. The candidate will be the point person and central contact for students and faculty. She/He will perform multiple functions within the department. A successful candidate must have good interpersonal skills, be a dedicated team member, attentive to details, and skilled with various technical platforms  as they will also be helping with the website and social media.

General departmental support:

• Provide assistance to the Chair and Senior Associate Administrator in the management of the Chair’s calendar, including the review of commitments, prioritize/escalate high-priority items, plan for near-term/future events, provide timely and accurate information about meeting participants and purposes, etc.
• Assist the Senior Associate Administrator in the preparation of written communication and correspondence on behalf of the department, manage document storage and retrieval, handle confidential information, etc. Record Faculty Meeting minutes when needed.
• Day-to-day operational activities as appropriate: Answer phones, monitor PMI email, send announcements and reminders as needed, serve as initial staff point of contact for the department, maintain procedures and electronic storage, distribute information to appropriate stakeholders, etc.
• Provide assistance with Grand Rounds, collecting the information from speakers, creating the profile in , preparing the flyer, distributing the information, and preparing the room for guests - Tasks include but are not limited to posting calendar events on the website, ordering food, requesting AV/IT support, preparing, editing, and scheduling emails/announcements.
• Provide assistance with the planning of the annual research day including sending emails and distributing information among graduate students, faculty, and other clinical staff.
• Assist in processing travel and other reimbursements for the chair and seminar speakers.
• Maintain departmental records, and file and archive documents as asked by the administrator, assuring
• Assist in ordering of supplies for faculty and staff of the department.
• Other projects as asked by the administrator and the departmental Chair.

Media support:

• Work with the Administrator, Project Coordinator and VCR to create/maintain a template for a monthly newsletter with digital and physical distribution.
• Maintain social media accounts up to date with relevant content provided by faculty, graduate students, residents, attending faculty, and other stakeholders.
• Provide assistance to faculty who need to use Zoom in the conference room.

Research support:

• Assist Project Coordinator in ordering supplies for labs.
• Work with Project Coordinator and Administrator to keep updated files on grants expenses.
• Provide assistance with T&E reports, new grants college forms
• Other projects as asked by the administrator and department Chair.
• Work with EHS to ensure timely completion of safety trainings.
• Assist administrator with the tracking of research space in Attain Space, facilities, and resources to ensure maximum efficiency and overhead revenue generation.
• Assists the Administrator and Dean's Office in Space Planning. Assists in maintenance of a space management database for the Basic Sciences. Tracks space changes and requests. Assists Administrator in coordination of capital projects, relocations, and renovations with Facilities, Capital Planning, Academic Administration, planners, designers and vendors. Assists with all physical renovations/relocations of incoming and incumbent faculty.

Other duties as assigned by Administrator and Chair of the department.

Education requirement: Associated degree required, Bachelor’s degree preferred.

Technical/computer skills: Microsoft office suite with emphasis on Word and Excel. Working knowledge of Zoom. Some experience with social media platforms (Instagram, Twitter), experience with content creation. Basic computer troubleshooting.

Prior experience: 1-2 years: Administrative assistant and or other relevant experience preferred.

Physical demands: Must be able to lift at least 25 pounds and move light chairs to accommodate a room.