Administrative Assistant I

University of Louisville; Louisville (KY); On-site; USD 22,000 - 33,000; Full time

Job summary

The Administrative Assistant I provides administrative support to the Department of Surgery at the University of Louisville. Responsibilities include processing correspondence, maintaining confidential files, managing calendars, arranging travel, and processing reimbursements for faculty.

The role requires familiarity with University procedures and strong cooperation with colleagues in Surgery offices to ensure efficient operations and timely completion of tasks.

Qualifications

• High School Diploma or GED required.
• Familiarity with University procedures and operations.
• Experience with travel arrangements and expense reimbursements preferred.

Responsibilities

• Adjust and finalize correspondence, manuscripts, reports and other materials from handwritten, dictated and typed sources.
• Maintain confidential files; update CVs; CME records.
• Schedule and maintain calendars containing meetings, travel, conferences and surgeries.
• Make travel arrangements - airline and hotel reservations; conference registrations and reimbursements for faculty.
• Prepares expense reports and other financial records. Creates ERFs and RFDs for lab and office supplies, membership dues, and other invoice or purchases as needed by staff, faculty and students. Prepares. routes requests to main department accounting office for supplies and equipment. Processes requests for reimbursement, coordinates all conference and research-related travel plans and handles processing of travel reimbursement documentation to main accounting office for divisional personnel, including supervisor and other research personnel.
• Perform library research and assist in the preparation of reports for local and national meetings, Photocopies articles and coordinates literature searches.

Skills

Administrative support

Calendar management

Travel arrangements

Financial records

Documentation formatting

Education

High School Diploma/GED

Job description

Department:
Location: Health Sciences Center
Time Type: Full time
Worker Type: Regular
Job Req ID: R108984
Minimum Requirements: High School Diploma/GED or an equivalent combination of education and experience. Grade1 (Hourly)

Position Description:

The Administrative Assistant I provides administrative support to the Department of Surgery. Responsibilities include: processing correspondence, maintaining confidential files, keeping calendars, processing society renewals, making all travel arrangements and processing travel reimbursements for faculty members. The correspondence comes dictated or rough draft, needing to be formatted and finalized. The position must have a sound knowledge of the University of Louisville procedures as they apply to operations, and should display strong cooperation with both coworkers and colleagues in Surgery department offices.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Adjust and finalize correspondence, manuscripts, reports and other materials from handwritten, dictated and typed sources.
• Maintain confidential files; update and maintain CV's; CME records.
• Schedule and maintain calendars containing meetings, travel, conferences and surgeries.
• Make travel arrangements - airline and hotel reservations; conference registrations and reimbursements for faculty.
• Prepares expense reports and other financial records. Creates ERFs and RFDs for lab and office supplies, membership dues, and other invoice or purchases as needed by staff, faculty and students. Prepares. routes request to main department accounting office request for supplies and equipment. Processes request for reimbursement, coordinates all conference and research-related travel plans and handles processing of travel reimbursement documentation to main accounting office for divisional personnel, including supervisor and other research personnel.
• Perform library research and assist in the preparation of reports for local and national meetings, Photocopies articles and coordinates literature searches.

Target Compensation Maximum: $23.66

Target Compensation Minimum: $15.76

Compensation will be commensurate to candidate experience.

Equal Employment Opportunity

The University of Louisville is an Equal Employment Opportunity employer. The University strives to provide equal employment opportunity on the basis of merit and without unlawful discrimination on the basis of race, sex, age, color, national origin, ethnicity, creed, religion, disability, genetic information, sexual orientation, gender, gender identity or expression, veteran status, marital status, or pregnancy. In accordance with the Rehabilitation Act of 1973 and the Vietnam Era Veteran Readjustment Act of 1974, the University prohibits job discrimination of individuals with disabilities, Vietnam era veterans, qualified special disabled veterans, recently separated veterans, and other protected veterans. The University acknowledges its obligations to ensure affirmative steps are taken to ensure equal employment opportunities for all employees and applicants for employment. It is the policy of the University that no employee or applicant for employment be subject to unlawful discrimination in terms of recruitment, hiring, promotion, contract, contract renewal, tenure, compensation, benefits, and/or working conditions. No employee or applicant for employment is required to endorse or condemn a specific ideology, political viewpoint, or social viewpoint to be eligible for hiring, contract renewal, tenure, or promotion.

Consistent with applicable law, demographic information is collected for aggregate reporting requirements. Demographic information provided through this application is not available to hiring managers/committees and is not considered in hiring or employment decisions.

Assistance and Accommodations

Computers are available for application submission at the Human Resources Department located at 2315 South First Street Walk, Room 02C - Louisville, Kentucky 40292.

If you require assistance or accommodation with our online application process, please contact us by email at [e-mail] or by phone [phone].