Administrative Associate II - ADMINASSO24-15615

Days Per Week: 5

Duties and Responsibilities:

• Research & Reporting: Researches, compiles, and categorizes information for reports, and prepares statistical reports.
• Budget Management: Prepares and monitors budgets and grant allocations, maintains accruals, and ensures balanced accounts for review and approval.
• Human Resources & Payroll: Maintains employee files, ensures compliance with regulatory standards, processes HR and payroll transactions, generates weekly payroll, and liaises with HR and payroll departments to resolve issues.
• Event Support: Assists in planning and logistical arrangements for forums, conferences, seminars, and meetings. Develops informational packets, transcribes, and distributes minutes.
• Problem Solving: Investigates, evaluates, and resolves typical administrative or operational problems.
• Document Preparation: Reviews materials submitted for supervisor’s attention, ensuring all necessary data and authorizations are included.
• Supply Management: Manages departmental supplies, takes inventory, and orders replacements. Works with Purchasing to secure competitive pricing and tracks vendor contracts for renewal.
• Interdepartmental Liaison: Serves as a point of contact with other departments or external parties to facilitate project completion.
• Special Projects: May assist with grant applications, special projects, and survey preparations such as JCAHO.
• Travel Coordination: Arranges travel accommodations and prepares reimbursements and expense reports.
• Mail & Call Handling: Screens and prioritizes mail and telephone calls, responding where appropriate or forwarding to relevant individuals.
• Appointment Scheduling: May schedule appointments, referrals for special testing, and maintain patient billing records for submission.
• Additional Duties: Performs other related administrative duties as assigned.

Required Skills:

• Experience: 4+ years of related administrative or business experience.
• Technical Proficiency: Proficient in MS Office Suite (Intermediate level).
• Adaptability: Able to maintain effectiveness in changing work environments or responsibilities.
• Learning Ability: Quickly assimilates and applies new job-related information.
• Customer Service: Effectively meets customer needs and builds productive relationships.
• Team Collaboration: Actively participates in team efforts and works toward shared goals.
• Decision Making: Uses data to identify problems and opportunities and develop solutions.
• Initiative: Takes proactive action to accomplish goals and objectives.
• Time Management: Efficiently manages time and resources to complete tasks.
• Attention to Detail: Ensures accuracy and quality in all tasks.
• Stress Management: Maintains stable performance under pressure or in ambiguous situations.

Education:

• Associate’s degree or equivalent experience (Bachelor’s preferred).

Languages:

• English (Speak, Read, Write)

Schedule Notes:

• Light to medium lifting may be required.
• Transport pathology slides and blocks between basement storage and the lab.
• Assist in picking up mail/packages from the mailroom.
• Assist in transferring pathology materials to long-term storage.