what is an administrative task

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What are administrative duties in the workplace?

Administrative tasks are duties completed by administrative professionals in the workplace.

These tasks cover a wide range of functionalities.

For example, a hospital's administrative duties will differ from the law industry.

This guide will explore the most common administrative duties found in modern workplaces.

• What are administrative duties?
• What administrative skills are essential?
• What are some administrative tasks by category?
• What are some administrative tasks based on different industries?
• How to improve administrative duties?

Best Tips For Handling Administrative Assistant Duties?

What are administrative duties.

Administrative duties are essential to managing day-to-day business operations in an office setting.

These duties differ from industry to industry, but some core tasks are common in all sectors. Some of the common duties are:

• Answering phone calls
• Filing paperwork
• Scheduling meetings
• Greeting visitors
• Answering employee questions
• Managing an organized file-system

Many administrative skills will help you execute these administrative tasks with effectiveness.

Why Administrative Skills Are Important

Administrative skills are important for any business because they help run basic processes effectively. Any successful organization should have an administrative assistant who has the necessary administrative skills to run a business smoothly.

Administrative Duties by Category

All administrative assistants should know how to perform administrative duties. Multiple essential duties are associated with this role.

Here we have broken down the administrative duties based on different categories to help you visualize the broad range of administrative responsibilities:

Communication

Communication skills are essential for administrative professionals. Administrative assistants have to constantly communicate with stakeholders, answer phone calls, write emails, communicate with employees, etc.

That is why these professionals have to communicate information to others.

Here are some communication duties for administrative assistants:

• Taking notes from clients
• Sending emails
• Redirecting emails and calls to respective persons
• Handling client concerns
• Perform customer service operations
• Communicate client’s concerns to management and employees

Organization

Organizing is another essential duty for administrative assistants. They have to schedule appointments, organize office documents, manage calendars, and meetings, conduct events, etc.

Here are some common organization duties for administrative assistants:

• Managing calendar for stakeholders
• Manage office email and redirect mails to appropriate employees
• Maintain office inventory
• Organize office files and access documents as requested by management
• Ensure the cleanliness of the office

Scheduling is another component of administrative duties.

Administrative assistants are often responsible for managing daily plans for stakeholders and management. They need to always keep in mind the daily schedules of stakeholders and understand the priority of tasks to schedule accordingly.

This ensures that all tasks are done within time and without bottlenecks. Here are some common scheduling duties for administrative assistants:

• Coordinating office events
• Schedule appointments
• Manage stakeholder’s schedule
• Plan meetings
• Book and manage travel arrangements

Employee On-boarding

In some industries, administrative assistants also conduct employee orientations. The common duties for an administrative assistant in onboarding are:

• Assisting new employees to get familiar with the office environment
• Collected necessary documents from the employees for payroll purposes
• Provided employees with handbook, paperwork, and office regulation handbook
• Complete health insurance benefit paperwork
• Introducing employees to team members and management
• Set up company mail id for employees
• Demonstrate office management software to employees to access files and records as needed

Bookkeeping

Bookkeeping is a big part of administrative duties, especially in small companies where one person manages administration and bookkeeping operations.

Some common bookkeeping duties for an administrative assistant include:

• Record incoming and outgoing transactions on QuickBooks
• Process payments to clients based on Purchase Orders
• Prepare financial statements weekly and monthly for stakeholders
• Manage office expenses
• Provide reimbursements and manage payroll for employees
• Create invoices for clients

Computer Duties

With the advancement of technology, administrative professionals must know computer skills. They should also know how to troubleshoot basic computer problems and operate essential office equipment like printers and fax machines.

Here are some administrative duties involving computers:

• Use Microsoft Word to prepare letters on company letterhead
• Use Microsoft Excel to maintain financial records
• Use PowerPoint to prepare presentations for clients or stakeholders
• Order office supplies from online stores
• Manage company blog or website
• Use POS software to collect transactions from clients
• Dictate meeting notes
• Conduct online events via video conferencing platforms
• Manage office files on computer-based file management systems

Time Management

An office administrator has to handle multiple tasks at the same time. Managing time and balance between several tasks goes a long way for administrative assistants. Time management abilities include:

• Being able to plan your days with calenders
• Planning and setting deadlines for projects

Given below are some tips to improve time-management skills:

• Keep a daily planner, and follow your calendar religiously
• Set time for every activity and do that work without any distraction
• Track your time-spendings, and correct yourself according to the data
• Set long-term and short-term goals and track your progress

Customer Service

To become a successful administrative professional, you need to demonstrate strong customer service skills.

Given below are some qualities for the customer service skill:

• Patience: It's essential to have the ability to remain calm and patient while dealing with customers who are difficult or upset. Soothe a customer's frustrations can help you keep your job and put you in good standing for promotions or raises.
• Empathy: You must demonstrate empathy toward clients, especially when upset or frustrated. Your ability to show empathy will allow you to relate to your client's situations and attempt to solve their issue with as little frustration as possible.
• Listening skills: You must listen carefully, not just hear what a client tells you. Pay attention to their body language and word choice to accurately understand what they are trying to communicate to you.
• Active listening and questioning skills: When talking with a customer, it is essential that you actively listen, ask questions and repeat back what the client has told you so that both of you are on the same page regarding the problem at hand.

Other Administrative Tasks

An administrative assistant has to manage many other types of administrative duties as well, such as:

• Complete research and analysis based on upper management’s requests
• Maintain company’s social media pages
• Handle customer service
• Conduct exit interviews for ex-employees
• Manage company-wide email communications

Administrative Tasks by Industry

Administrative duties widely vary from industry to industry. Here is a list of administrative duties for different sectors:

Healthcare Administration Duties

• Analyze and improve the quality of healthcare services
• Develop departmental goals
• Track changes in healthcare technology and policies
• Ensure compliance with healthcare laws and regulations
• Maintain and organize records of patients and services
• Manage finance of the healthcare organization and oversee payment collection and billing
• Recruit and hire staff members
• Conduct employee engagement activities
• Maintain communication between patients and caregivers and medical staff

Medical Administrative Assistant Duties

• Schedule medical appointments and maintain communication between medical staff and patients
• Manage medical reports in the Electronic Medical Record system
• Interview patients to understand their pathologies and complete medical forms to create case histories
• Assist patients to claim medical insurance
• Maintain confidentiality of medical documents
• Prepare a financial statement for stakeholders

Also Read : How to write a Medical Assistant Resume in 2022?

Real Estate Administrative Assistant Duties

• Track and prepare paperwork for real estate transactions to close deals quickly
• Monitor deadline and prepare legal notices for parties
• Maintain transactions and ensure compliance with legalities & tax withholdings
• Schedule appointments with clients for closing deals
• Prepare marketing collateral such as brochures, flyers, social media content
• Aid customers over call and email and provide excellent customer service
• Conduct training and improve skills of workers

Also Read : How to write a Real Estate Resume in 2022?

Legal Administrative Assistant Duties

• Prepared legal documentation like deeds, legal affidavits, and briefs
• Reviews and proofread legal documents and ensure grammatical accuracy
• Schedule meetings with clients and attorneys
• Maintain legal document file system
• Manage information flow with different departments

Also Read : How to write a Legal Assistant Resume in 2022?

How to Improve Administrative Skills for Improving in Career?

If you want to advance your career as an administrative assistant or improve your administrative skills to support your other tasks, you need to take some calculated steps.

Improving your administrative skills will help you improve your work ethic and manage your workflow better.

Here are the steps you can take to improve your administrative skills:

Mimic Other Professionals

If you have a colleague who is extremely good at managing administrative tasks, try to shadow their process and adapt their practices to your work. For example, if you think that their way of file management is efficient, you can try to bring that to your file management process. You can also build rapport with them and ask them to teach you some administrative tricks and tips.

Set SMART goals to measure your progress. It will help you stay motivated in the course of learning administrative skills. Apart from that, involve your friends and colleagues in your goal. For example, if you want to improve your client's communication skills, you can conduct mock interactions with your friends or colleagues.

Pursue Training and Skill Development Courses

Many organizations run internal skill development courses. Even if they don’t, you can take skill development courses independently. Identify the administrative course you want to develop and take up the courses. It will help you improve your administrative skills and on-job performance.

Take on New Challenges

If you want to improve your administrative skills, you need to ask your supervisor to give you more challenging assignments. The more challenges you get, the more you need to think about how to solve those challenges creatively. This will bring value to the organization and also improve your administrative skills side by side.

Work on Diverse Projects

Be proactive and seek new projects to work on in your workplaces. Listen during meetings and see if any of your colleagues are requesting assistance. These are your opportunity to learn new skills and improve your administrative skills. Also, offer your superior or colleagues to help if they are overloaded with work.

As an administrative assistant, you're often the first person a visitor or client sees when they come to your office, and you might be the first voice they hear on the phone. You're responsible for various tasks, including everything from organizing meetings and maintaining schedules to delegating assignments and managing correspondence.

With so much on your plate as an admin, it's easy to get overwhelmed when you don't have a plan or feel like you lack confidence in your role. Here are five tips for making the most of your day-to-day work.

1. Do Your Homework

You have to know your company inside and out. When you're the first point of contact for a client, customer, or colleague, you need to be able to answer their questions or direct them where they need to go without hesitation. The best way to do this is to learn everything about every department and its processes. Familiarize yourself with the rest of your team's job duties and what they're working on. With this knowledge, you'll be able to quickly identify how a project should be handled and take action.

2. Ask for Feedback

The best administrative assistants always improve their skills and get better at their job duties. To do that, you have to regularly ask for feedback from your boss. Ask for feedback on a new project you took on or ask if there's something you can improve on. Your boss may not always have something constructive to say, but it's worth asking anyway to know where your strengths lie and where you could use improvement.

3. Get Organized

You must stay on top of various tasks, from answering phones and scheduling meetings to maintaining records and organizing files. You should be as organized as possible in both your physical workspace and your approach to completing tasks.

4. Be a People Person

As an administrative assistant, you'll need to communicate with many people, from colleagues to senior executives to clients. As such, you must be friendly, approachable, and professional. You should also be confident in meeting deadlines and solving problems.

5. Ask Questions When in Doubt

If there is anything you are unsure about in your job description or the way you are expected to perform certain tasks, ask questions right away. It's always better to get clarification rather than assume what is required of you. This will help you avoid making mistakes and ensure you are meeting expectations.

6. Find Your Rhythm

Staying organized will help you find a rhythm where you can complete tasks efficiently without getting behind schedule or stressed out by the job demands. You can stay ahead of your workload by keeping things in perspective and tackling the most important jobs first.

7. Be Resourceful

But when you're working in a fast-paced environment, plans can change. And you need to be prepared to deal with this then and there.

Being resourceful means taking the necessary steps to prevent problems before they start. It means being proactive, not reactive. It means that you are constantly thinking of ways to solve problems before anyone even knows that there's one. This can take some practice and require a different way of thinking than what you might be used to in school or other jobs, but once it becomes second nature, your work life will become much less stressful and much more efficient.

8. Prioritize your Work

With so much to do, it's easy to get overwhelmed. You can't do everything at once, so the trick is to concentrate on the crucial stuff and work your way through the less important things during your spare time. Lists are a cool and effective way to organize your thoughts and keep track of progress.

9. Take Initiative

Growth comes when you take ownership of your work. So, always lookout for ways to go above and beyond as an administrator. See if any of your co-workers need any help with a task. This will help you build rapport with your co-workers and help you do your work effectively.

10. Thrive Under Pressure

One of the most important aspects of being an administrative assistant is being able to work under pressure. Your colleagues and supervisors will rely on you to get things done quickly, accurately, and efficiently. If you're the type of person who works well under pressure and thrives when there's a lot to be done around the office, that's an asset that will help you advance in your career.

Kew Takeaways

Here are the key takeaways from what we have discussed so far:

• You need to create a stellar administrative assistant resume to showcase your administrative duties
• Understand the administrative duties to acquire administrative skills to get jobs
• Showcase administrative skills through your workplace duties and communications
• Set your career goals before you look for jobs as an administrative assistant

Make the best use of Hirations Career Builder , which has 24/7 chat support to help you create a resume and cover letter for your job search.

Reach out to us at [email protected] , and we will get back to you as soon as possible.

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What does an administrative assistant do?

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What is an Administrative Assistant?

An administrative assistant maintains the smooth operation of an organization by providing comprehensive administrative support. This role involves handling a range of tasks, such as managing schedules, organizing meetings, and coordinating travel arrangements. They often handle communication, both internal and external, by responding to emails, phone calls, and inquiries. Additionally, administrative assistants may assist in preparing documents, reports, and presentations, while also maintaining office supplies and equipment. Their ability to multitask, manage time effectively, and communicate efficiently makes them essential contributors to the overall productivity of the workplace.

Furthermore, administrative assistants often serve as the first point of contact for clients, partners, and colleagues, demonstrating professionalism and courtesy in their interactions. They may also assist with data entry, record keeping, and maintaining databases, ensuring that information is accurate and accessible. In some cases, they may be involved in basic financial tasks such as processing invoices and expense reports.

What does an Administrative Assistant do?

Administrative assistants play a pivotal role in facilitating the efficient functioning of an organization by providing valuable administrative and organizational support across various departments and tasks.

Duties and Responsibilities Here are the duties and responsibilities of an administrative assistant:

• Organizing and Managing Information: Administrative assistants are responsible for maintaining accurate and up-to-date records, files, and databases. They organize documents, reports, and correspondence, ensuring easy retrieval when needed.
• Scheduling and Calendar Management: They manage schedules and calendars for executives or teams, coordinating appointments, meetings, and events. This includes sending out invitations, reserving meeting spaces, and handling any necessary logistical arrangements.
• Communication Handling: Administrative assistants handle incoming calls, emails, and messages, directing them to the appropriate parties or providing information as needed. They may draft emails, memos, and other written communications on behalf of their supervisors.
• Office Coordination: Keeping the office environment running smoothly is a key responsibility. This involves managing office supplies, ensuring equipment is operational, and arranging for any necessary repairs or maintenance.
• Meeting and Event Coordination: They assist in planning and coordinating meetings, conferences, and events. This includes preparing agendas, distributing materials, booking venues, and arranging catering if necessary.
• Data Entry and Record Keeping: Administrative assistants often perform data entry tasks, inputting information accurately into spreadsheets, databases, or other systems. They maintain organized records and assist in generating reports when needed.
• Travel Arrangements: When executives or team members need to travel, administrative assistants make the necessary arrangements. This involves booking flights, hotels, transportation, and creating detailed itineraries.
• Document Preparation: They assist in preparing documents, presentations, and reports, often using software like Microsoft Office Suite. This may involve formatting, proofreading, and ensuring the final product meets professional standards.
• Client and Visitor Relations: Administrative assistants often serve as the initial point of contact for clients, visitors, and vendors. They greet guests, provide necessary information, and ensure a positive and welcoming experience.
• Basic Financial Tasks: Some administrative assistants handle basic financial tasks such as processing invoices, tracking expenses, and maintaining budget spreadsheets. They may collaborate with the finance department to ensure accurate financial records.
• Problem Solving: Administrative assistants are adept at identifying and resolving routine operational issues. They find solutions to logistical challenges, troubleshoot technical problems, and make quick decisions when necessary.
• Confidentiality and Discretion: Due to their involvement in sensitive information, administrative assistants are required to maintain a high level of confidentiality and discretion in handling both internal and external communications.

Types of Administrative Assistants Administrative assistants can specialize in various fields based on the industry and specific tasks they handle. Here are some common types of administrative assistants:

• Executive Assistant : This type of assistant provides comprehensive support to high-level executives or top-level management. They handle tasks such as managing schedules, coordinating meetings, preparing reports, and conducting research on behalf of executives.
• Legal Secretary : Legal secretaries provide administrative support within a law firm or legal department. They maintain the efficiency of legal offices by handling clerical tasks that are essential for the smooth operation of legal proceedings.
• Medical Administrative Assistant : Medical administrative assistants work in healthcare settings, such as hospitals, clinics, and medical offices. They handle patient scheduling, medical billing, insurance claims, and maintain medical records in compliance with healthcare regulations.
• Office Manager : While not always exclusively administrative assistants, office managers oversee the daily operations of an office. They handle tasks like supervising administrative staff, managing budgets, and ensuring efficient workflow.
• Virtual Administrative Assistant: Virtual assistants work remotely and provide administrative support to clients or businesses on a freelance basis. They handle tasks like email management, scheduling, data entry, and social media management.
• Human Resources Administrative Assistant: HR administrative assistants work within the HR department and assist with tasks related to employee onboarding, benefits administration, maintaining personnel records, and coordinating recruitment efforts.
• Education Administrative Assistant: Found in educational institutions, these assistants support administrative processes within schools, colleges, or universities. They may manage student records, schedule classes, assist with event coordination, and handle communication with students and parents.
• Real Estate Administrative Assistant: Operating in the real estate industry, these assistants support real estate agents and brokers. They assist with tasks such as property listing management, coordinating property showings, and preparing contracts and documents.
• Financial Administrative Assistant: Financial assistants work in finance departments, assisting with tasks like managing budgets, processing invoices, reconciling accounts, and maintaining financial records.
• Marketing Administrative Assistant: In marketing departments, these assistants support marketing efforts by coordinating campaigns, managing marketing materials, maintaining databases, and assisting with event planning.
• Sales Administrative Assistant: These assistants support sales teams by managing customer databases, preparing sales reports, coordinating sales events, and assisting with customer communication.
• Technical Administrative Assistant: In technology-oriented industries, these assistants handle tasks like scheduling software updates, managing technical documentation, and assisting with IT support coordination.

Are you suited to be an administrative assistant?

Administrative assistants have distinct personalities . They tend to be conventional individuals, which means they’re conscientious and conservative. They are logical, efficient, orderly, and organized. Some of them are also enterprising, meaning they’re adventurous, ambitious, assertive, extroverted, energetic, enthusiastic, confident, and optimistic.

Does this sound like you? Take our free career test to find out if administrative assistant is one of your top career matches.

What is the workplace of an Administrative Assistant like?

The workplace of an administrative assistant typically revolves around an office setting, where they carry out their responsibilities within the organizational hub. Found seated at desks or workstations, administrative assistants are integral members of the team, often working in cubicles or open office spaces. This setup fosters collaboration, enabling them to interact closely with colleagues, managers, and other departments. Their work environment thrives on a sense of camaraderie and shared goals.

A highly organized workspace characterizes the realm of administrative assistants. Equipped with computers, phones, and a range of office tools, they adeptly manage various tasks and responsibilities. Proficiency in office software, especially the Microsoft Office Suite, is a cornerstone of their daily operations. The work is fast-paced and multifaceted, demanding strong time management and multitasking skills. They might engage in diverse activities, from answering phones, scheduling appointments, and preparing documents to orchestrating meetings and maintaining records.

In addition to their functional tasks, administrative assistants often interact with clients, customers, or visitors, embodying the welcoming face of the organization. Maintaining professionalism and a courteous demeanor is essential as they assist guests and address inquiries. Confidentiality is paramount due to their involvement in sensitive information such as financial records and personnel data. This responsibility further underscores their role as both dependable collaborators and guardians of sensitive data.

While the traditional office-based setup is common, some administrative assistants may have the flexibility to work remotely, particularly in roles that allow for virtual assistance or online tasks. Regardless of the specific workplace, whether it's a bustling office or a home-based workstation, administrative assistants play an important role in supporting their team's operational success, maintaining order amidst diverse tasks, and contributing to the overall efficiency of the organization.

Administrative Assistants are also known as: Secretary

COLUMBIA UNIVERSITY IN THE CITY OF NEW YORK

Administrative Assistant

• Columbia University Medical Center
• Opening on: Apr 9 2024
• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule:
• Salary Range: $62,400 - $65,000

Position Summary

The Department of Pediatrics is seeking an Administrative Assistant to join our team in a full time position to work within the division of Pediatric Endocrinology. Columbia University Irving Medical Center’s Department of Pediatrics is a world leader in providing care for children. Our mission areas include Healthcare, Education and Research. We offer care for our patients in over 25 specialty areas as well as individualized care for complex cases. Our Residency, Fellowship and Graduate programs are among the best in the Nation. Our Clinical, Translational and Basic Science research features collaborations across specialties and stretches from the bench to bedside. We also have several active Clinical trials available to our patients. This position will support the department by providing administrative support to our team.

"Subject to business needs, we may support flexible and hybrid work arrangements. Options will be discussed during the interview process".

Responsibilities

• Provide administrative and operational support to the Division of Endocrinology, including for Chief of Endocrinology and Division Administrator.
• Answer telephone, screen and triages calls; responds to inquiries and takes messages.
• Schedule in-person and telehealth appointments; confirm appointments; obtain and input all registration information.
• Manage all templates for Division faculty; oversee on-call schedule and process reimbursements in CONCUR system.
• Oversee and process invoices for Division; scan documents (lab results, letters, etc. into EPIC) and attend to incoming mail.
• Place IT, EPIC and Facilities requests; obtain quotes for purchases; order and store office supplies as necessary.
• Serve as administrative expert for EPIC.
• Performs related duties & responsibilities as assigned/requested. 

Minimum Qualifications

• Bachelor’s degree or equivalent in education and experience required. 

Preferred Qualifications

• Two years of related experience. 
• Bilingual, English/Spanish.
• Prior experience with EPIC preferred.

Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.

Commitment to Diversity 

Columbia university is dedicated to increasing diversity in its workforce, its student body, and its educational programs. achieving continued academic excellence and creating a vibrant university community require nothing less. in fulfilling its mission to advance diversity at the university, columbia seeks to hire, retain, and promote exceptionally talented individuals from diverse backgrounds.  , share this job.

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Apply now Job no: 531070 Work type: Staff Full-Time Location: Main Campus (Gainesville, FL) Categories: Office/Administrative/Fiscal Support Department: 60180000 - AG-ENVIRONMENTAL HORTICULTURE

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Administrative Assistant

• Madison, Wisconsin
• SCHOOL OF MEDICINE AND PUBLIC HEALTH/INSTITUTE FOR DIVERSITY SCIENCE
• Administration
• Partially Remote
• Staff-Full Time
• Staff-Part Time
• Opening at: Apr 8 2024 at 10:10 CDT
• Closing at: May 15 2024 at 23:55 CDT

Job Summary:

The administrative assistant will be responsible for carrying out everyday tasks for the Institute for Diversity Science. These tasks will include managing IDS events such as seminars, workshops, and board meetings as well as creating and keeping track of sign-up forms for these events. Additionally, the administrative assistant will be responsible for managing the IDS budget and streamlining communication between members of the IDS. In general, the administrative assistant is responsible for the smooth and organized operation of the IDS.

Responsibilities:

• 30% Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
• 20% Serves as a first point of contact for individuals and groups, provides basic organizational information via phone, in person and through other communication mediums, and routes more complex inquiries to the appropriate entities
• 10% Collects, analyzes, and prepares various communication materials from established sources utilizing technology mediums
• 15% Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures under general supervision
• 25% Maintains established methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures

Institutional Statement on Diversity:

Diversity is a source of strength, creativity, and innovation for UW-Madison. We value the contributions of each person and respect the profound ways their identity, culture, background, experience, status, abilities, and opinion enrich the university community. We commit ourselves to the pursuit of excellence in teaching, research, outreach, and diversity as inextricably linked goals. The University of Wisconsin-Madison fulfills its public mission by creating a welcoming and inclusive community for people from every background - people who as students, faculty, and staff serve Wisconsin and the world. For more information on diversity and inclusion on campus, please visit: Diversity and Inclusion

Preferred Bachelor's Degree Required H.S. Diploma

Qualifications:

Required: - Experience interacting with researchers and the public - Familiarity with research activities, especially research focused on diversity, equity, and inclusion-related topics - Understanding of university research policies and procedures (e.g., IRB) Preferred: - Proficiency with Qualtrics - Proficiency with Microsoft Office and Google Workspace (Google Sheets, Google Forms, etc.)

Work Schedule:

Monday-Friday, exact work schedule will be determined upon hire.

Full or Part Time: 50% - 100% This position may require some work to be performed in-person, onsite, at a designated campus work location. Some work may be performed remotely, at an offsite, non-campus work location.

Appointment Type, Duration:

Ongoing/Renewable

Minimum $19.69 HOURLY Depending on Qualifications The starting salary for the position is $19.69 but is negotiable based on experience and qualifications. Employees in this position can expect to receive benefits such as generous vacation, holidays, and sick leave; competitive insurances and savings accounts; retirement benefits. Benefits information can be found at ( https://hr.wisc.edu/benefits/ ) and ( https://uwmadison.box.com/s/656no0fcpy2tjg86s4v0chtxx25s3vsm ).

Additional Information:

University sponsorship is not available for this position. The selected applicant will be responsible for ensuring their continuous eligibility for employment in the United States on or before the effective date of the appointment. UW-Madison is not an E-Verify employer, and therefore, is not eligible to employ F1-OPT STEM Extension participants.

How to Apply:

To apply for this position, please click on the "Apply Now" button. You will be asked to upload a current resume/CV and a cover letter briefly describing your qualifications and experience. You will also be asked to provide contact information for three (3) references, including your current/most recent supervisor during the application process. References will not be contacted without prior notice.

Kelly Rose [email protected] 608-265-8069 Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.

Official Title:

Administrative Assistant II(AD002)

Department(s):

A53-MEDICAL SCHOOL/INST FOR DIVERSITY SCI

Employment Class:

University Staff-Ongoing

Job Number:

The university of wisconsin-madison is an equal opportunity and affirmative action employer..

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Administrative Assistant - 129127

Job description, #129127 administrative assistant.

UCSD Layoff from Career Appointment : Apply by 04/10/2024 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants : Apply by 04/22/2024. Eligible Special Selection clients should contact their Disability Counselor for assistance.

DESCRIPTION

The Department of Medicine (DoM) is the largest department within the UCSD School of Medicine (SoM) and is responsible for fulfilling its teaching, research, and clinical missions. DoM employs approximately 500 salaried faculty, nearly 200 academic appointees, and more than 300 residents, fellows, and postdocs, supported by almost 1,000 staff members. The department is committed to offering a dynamic learning environment and growing opportunities to its talented and dedicated employees.

Under the general supervision of the Management Services Officer (MSO)/Division Administrator, Pulmonary, Critical Care, Sleep Medicine and Physiology (PCCSMP), the incumbent will be responsible for providing the highest quality of analytical, programmatic and administrative support to over 85 Faculty, 24 Staff Physicians, 15 VA Faculty, 10 Researchers, 25 Fellows, 12 Post-docs, and 94+ administrative, research and support staff. PCCSMP is a dynamic division that changes with the nature and scope of Division and Department of Medicine operations, especially research activities. PCCSMP’s dynamic nature often necessitates shifting priorities, creating new initiatives, and making changes to personnel and space assignments. Other duties assigned as needed.

MINIMUM QUALIFICATIONS

Demonstrated ability to work independently and effectively with minimal supervision, to learn quickly, exercise good judgement, take initiative, demonstrate flexibility and maintain composure while working under pressure of frequent interruptions and changing priorities.

Demonstrated analytical and problem-solving skills with ability to analyze situations, identify existing or potential problems, recommend solutions, determine and implement procedures to accomplish effective resolution, and evaluate results progress.

Strong organizational skills with demonstrated experience independently setting priorities, producing timely results and meeting deadlines, in a multiple demand work environment while maintaining a high level of attention to detail and accuracy.

Ability to maintain strict confidentiality with demonstrated experience using good judgement and discretion when working with a variety of sensitive issues and/or highly confidential information.

Demonstrated experience providing senior-level administrative support, including organizing and prioritizing tasks, scheduling meetings, serving as a liaison to on- and off-campus entities, and managing general office needs. Strong use of initiative, sound judgment, independent thought, and precise attention to detail with a high level of professionalism required.

Ability to accurately review and process materials dealing with a broad spectrum of issues.

Ability to accurately interpret and implement policies and procedures and to effectively communicate and disseminate information.

Demonstrated skill coordinating conferences, colloquia, and events; ability to arrange and coordinate meetings.

Ability to maintain a computerized appointment calendar in an accurate manner.

Experience independently researching, compiling, organizing, interpreting and selecting data and materials from various sources.

Excellent interpersonal skills, including tact, diplomacy and flexibility. Ability to interact with individuals at all levels within and beyond the University to promote positive relationships.

Demonstrated proficiency in using and adapting computer software programs to meet office needs. Proficient in the use of Microsoft Office Suite, including using and creating Excel spreadsheets, creating and modifying Word documents, and utilizing Outlook (email, calendar) on a daily basis. Proficient in web-based applications, graphics programs, and ability to provide support to others in Microsoft Office and other PC software.

Excellent oral communication skills to communicate ideas and issues clearly, concisely, and accurately. Excellent written communication skills.

SPECIAL CONDITIONS

• Employment is subject to a criminal background check.

Pay Transparency Act

Annual Full Pay Range: $40,700 - $81,850 (will be prorated if the appointment percentage is less than 100%)

Hourly Equivalent: $19.49 - $39.20

Factors in determining the appropriate compensation for a role include experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. The Hiring Pay Scale referenced in the job posting is the budgeted salary or hourly range that the University reasonably expects to pay for this position. The Annual Full Pay Range may be broader than what the University anticipates to pay for this position, based on internal equity, budget, and collective bargaining agreements (when applicable).

If employed by the University of California, you will be required to comply with our Policy on Vaccination Programs, which may be amended or revised from time to time. Federal, state, or local public health directives may impose additional requirements. If applicable, life-support certifications (BLS, NRP, ACLS, etc.) must include hands-on practice and in-person skills assessment; online-only certification is not acceptable.

UC San Diego Health Sciences is comprised of our School of Medicine, Skaggs School of Pharmacy and Pharmaceutical Sciences, The Herbert Wertheim School of Public Health and Human Longevity Science, and our Student Health and Well-Being Department. We have long been at the forefront of translational - or "bench-to-bedside" - research, transforming patient care through discovery and innovation leading to new drugs and technologies. Translational research is carried out every day in the hundreds of clinical trials of promising new therapies offered through UC San Diego Health, and in the drive of our researchers and clinician-scientists who are committed to having a significant impact on patient care. We invite you to join our team!

Applications/Resumes are accepted for current job openings only. For full consideration on any job, applications must be received prior to the initial closing date. If a job has an extended deadline, applications/resumes will be considered during the extension period; however, a job may be filled before the extended date is reached.

To foster the best possible working and learning environment, UC San Diego strives to cultivate a rich and diverse environment, inclusive and supportive of all students, faculty, staff and visitors. For more information, please visit UC San Diego Principles of Community .

UC San Diego Health is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, age, protected veteran status, gender identity or sexual orientation. For the complete University of California nondiscrimination and affirmative action policy see: http://www-hr.ucsd.edu/saa/nondiscr.html

UC San Diego is a smoke and tobacco free environment. Please visit smokefree.ucsd.edu for more information.

UC San Diego Health maintains a marijuana and drug free environment. Employees may be subject to drug screening.

Application Instructions

Please click on the link below to apply for this position. A new window will open and direct you to apply at our corporate careers page. We look forward to hearing from you!

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Posted : 4/8/2024

Job Reference # : 129127

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