Administrative Assistant I

ULSA University of Louisville; United States; On-site; USD 22,000 - 33,000; Full time

Job summary

The University of Louisville is seeking an Administrative Assistant I to support the Department of Surgery at the Health Sciences Center. The role handles correspondence, confidentiality, calendar maintenance, travel arrangements and travel reimbursements for faculty, and formats dictated documents into final versions.

Key duties include processing expense reports, managing supplies and purchases, and assisting with literature searches and meeting preparations.

Qualifications

• Experience processing correspondence and formatting manuscripts, reports and other materials.
• Ability to maintain confidential files and manage CVs, CME records.
• Strong cooperative work with colleagues in Surgery department offices.

Responsibilities

• Adjust and finalize correspondence from handwritten, dictated and typed sources.
• Maintain confidential files and update CVs; manage CME records.
• Schedule calendars with meetings, travel and surgeries.
• Coordinate travel arrangements and reimbursements for faculty.
• Prepare expense reports and other financial records.
• Process supplier and lab purchases; route requests to accounting.
• Coordinate travel plans for conferences and research activities.
• Conduct basic library research and assist with report preparation.

Skills

Administrative support

Calendar management

Team cooperation

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].

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