Administrative Assistant: Department of Medical Sciences
Job no: 493152
Full time/Part time: Full-time
Location: South Orange
The Administrative Assistant for the Department of Medical Sciences provides high level support to the Chair of the Department of Medical Sciences (who is also the School of Medicine's Associate Dean of Research and Graduate Studies). The identified candidate will also work closely with the department's basic science faculty to furnish administrative and general office support. In addition, the position interfaces with the School's research enterprise. The ideal candidate is proactive, extremely competent, and manifests demonstrated initiative.
Duties and Responsibilities:
- Provides primary administrative support to the Chair, Department of Medical Sciences/Associate Dean of Research and Graduate Studies, to include scheduling meetings, preparing agendas, organizing travel arrangements, preparing/organizing/filing correspondence, and managing calendars.
- Furnishes administrative support to the basic science faculty of the Department of Medical Sciences. Among the activities envisioned are printing, scanning, faxing, mailing/overnighting packages, copying, filing, and sending e-mail/messages; sorting and triaging mail; maintaining e-mail and other address directories; and composing and preparing letters relating to routine correspondence for the faculty members' signature. The identified candidate will also receive, screen, and answer questions - and problem solve with respect to phone calls and visitors. A variety of complex questions will need to be answered with tact and diplomacy.
- Coordinates and plans meeting locations, dates, and related arrangements related to the Department of Medical Sciences. These meetings will involve teaching/curricular foci, as well as research-related discussions. The candidate of choice will organize and prepare meeting materials, communicate with internal/external faculty, scientists, and clinicians - and will maintain session notes/minutes for distribution and archiving.
- Offers administrative support for the School's prematriculation program as well as its Biomedical Master's program. These programs may involve online components and be managed, at least in part, by additional faculty and administration. This position will provide benchmarking research regarding other similar national offerings to assist in developing related programs at the School of Medicine. An understanding of these programs is essential to our development of a curriculum and associated programmatic structure. Also, the candidate will research other pertinent information for the Assoc. Dean as needed. Completes and compiles reports based on information obtained and presents to the Associate Dean.
Provides the Chair/Associate Dean and faculty with administrative support of special projects on an as-needed basis.
- Bachelor's degree.
- Significant experience (a minimum of 5 years experience) providing executive-level administrative or other related support.
demonstration of exceptional skills in coordinating and working collaboratively with diverse groups to achieve complex objectives, exceptional oral and written communication skills, and prior administrative experience.
- Must possess a demonstrated ability to manage a workload of diverse tasks and organize and prioritize work flow.
- Strong computer and typing skills required, including expertise with Microsoft suite of software: Outlook, Word, Excel, PowerPoint, and possibly Access. Proficient in use of Internet required.
- Strong written language communication skills are required; individual must compose complex documents. Excellent writing, grammatical, and proofreading skills required.
- Strong oral communication skills are required; individual must be able to communicate with others in person, over the telephone, and in small and large meetings, and may also deliver presentations to large groups.
- Understanding of medical school operations a plus.
- Master's degree.
- Experience in a university/college setting is preferred.
- General Office Environment
Special Instructions to Applicants:
- The person in this position is required to perform his or her duties at all Seton Hall University locations and facilities, as assigned.
Advertised: Eastern Standard Time
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