The Administrative Assistant Senior provides high-level administrative and office management support to Department of Obstetrics and Gynecology and Department Chair, ensuring the efficient execution of daily operations and complex administrative processes. This position serves as a primary point of contact for internal and external stakeholders, manages calendars and communications and coordinates meetings, events, and special projects in alignment with the College’s mission and policies.
Essential Functions (Principal Duties and Job Responsibilities):
- Manage complex calendars for the Department Chair and assigned faculty, including scheduling meetings, coordinating logistics, resolving conflicts, and ensuring appropriate preparation materials are available.
- Coordinate meetings, events, and conferences, including room reservations, virtual connection details, travel arrangements, catering, agenda and materials preparation, and follow-up action tracking.
- Serve as a primary administrative point of contact for the department, responding to inquiries, providing information on policies and procedures, and triaging issues to appropriate personnel as needed.
- Prepare, format, proofread, and edit correspondence, reports, presentations, spreadsheets, and other documents; ensure accuracy, completeness, and adherence to institutional standards.
- Support purchasing and budget-related activities such as processing invoices, tracking expenses, reconciling statements, and maintaining records in coordination with finance staff.
- Maintain organized electronic and paper filing systems, including confidential records, and ensure accurate data entry, tracking, and retrieval of information.
- Coordinate domestic and/or international travel for the Department Chair and assigned faculty and guests, including itineraries, transportation, lodging, registrations, and related expense documentation.
- Assist with onboarding and off boarding processes for staff, students, and/or faculty in the department, including gathering documentation, coordinating workspace and systems access, and communicating relevant information.
- Provide guidance and oversight to junior administrative staff, student workers, or temporary employees, including task assignment, workflow coordination, and training on office procedures as directed.
- Monitor office operations, supplies, and equipment; initiate service requests and supply orders and recommend process improvements to support efficient departmental functioning.
- Maintain a high level of professionalism and confidentiality when handling sensitive information related to personnel, finance, research, and academic matters.
- Perform other related duties as assigned to support the mission, goals, and ongoing operations of Meharry Medical College and the department.
Knowledge, Skills and Abilities Required:
- Advanced proficiency with office productivity software and tools (e.g., word processing, spreadsheets, presentations, calendaring, email, and videoconferencing platforms).
- Strong organizational and time management skills with demonstrated ability to manage multiple priorities, meet deadlines, and adapt to changing needs in a fast-paced environment.
- Excellent written and verbal communication skills, including the ability to draft and edit professional documents and interact effectively with diverse internal and external stakeholders.
- Demonstrated attention to detail and accuracy in document preparation, data entry, and recordkeeping.
- Ability to exercise sound judgment, maintain confidentiality, and handle sensitive information with discretion.
- Ability to work independently with minimal supervision as well as collaboratively as part of a team, including providing guidance to less experienced staff.
Knowledge, Skills, Abilities Preferred:
- Knowledge of higher education, academic medicine, or health sciences environments, including common administrative, academic, and financial processes.
- Experience supporting senior leaders, faculty, or executives, including handling complex calendars, travel, and high-volume correspondence.
- Familiarity with institutional business systems (e.g., HR, finance, procurement, student information, or research administration platforms) and the ability to quickly learn new systems.
- Experience coordinating meetings or events involving multiple internal and external partners, including virtual and hybrid formats.
Education and Experience Required:
- High school diploma or equivalent.
- At least four to five years of progressively responsible administrative or office experience, including experience supporting management or leadership-level roles.
Education and Experience Preferred:
- Associate degree or bachelor’s degree in business administration, health administration, communications, or a related field.
- Experience in a higher education, academic medical center, or healthcare setting.
- Prior experience in a senior or executive administrative assistant role.
Licensure, Certification or Registration Preferred:
- Professional administrative or office management certification (e.g., CAP, PACE, or equivalent) preferred.
