Administrative Assistant Senior

Meharry Medical College; United States; On-site; USD 52,000 - 72,000; Full time

Job summary

Meharry Medical College is seeking an Administrative Assistant, Senior to coordinate and manage activities for the Department of Dental Public Health, ensuring smooth operations. The role involves office management, report preparation, meeting documentation, and liaison with external entities.

Supervision is occasional and confidentiality is essential. The position includes supporting work-study students, overseeing special projects, and ensuring adherence to policies and procedures in daily

Responsibilities

• Maintain the immediate supervisor’s daily schedule.
• Manage daily calendars for multiple faculties with flexibility for last‑minute changes.
• Plan and organize administrative aspects such as agenda, site, food/beverage, AV, and document development.
• Provide administrative, expense and logistic support for the office suite, including calendar, room reservations, travel, and recruitment support.
• Make travel arrangements and create timely expense reports.
• Prepare and disseminate reports and meeting minutes for the Department.
• Maintain filing systems and confidential materials.
• Assist with student files, final grade entry, and required paperwork compliance.
• Scan and shred documents in line with records retention policy.
• Coordinate Public Health Office activities and assist with office procedures.

Job description

Administrative Assistant, Senior will coordinate and manage activities as they relate to the Department of Dental Public Health to ensure a smooth, efficient operation; works under occasional supervision; performs office management duties; prepares and disseminates reports; assists with the preparation of documents for meetings; interfaces with external entities; may perform some designated duties of immediate supervisor during periods of absence; assists with the management of work study students; oversees special projects as designated by the immediate supervisor. Performs administrative support duties and makes work related decisions in accordance with existing policies and procedures.

Essential Functions (Principal Duties and Job Responsibilities)

• Maintain the immediate supervisor’s daily schedule.
• Managing daily calendars for multiple faculties, demonstrating flexibility and problem-solving abilities to adjust or prioritize schedules based on last-minute changes as directed by faculty Schedules, maintains, and prioritize executive calendars for appointments, meetings, and travel.
• Plans and organizes the administrative aspects such as agenda preparation, site selection, food/beverage selections, audio-visual arrangements, and document development.
• Provide and manage administrative, expense and logistic support for the office suite, including but not limited to calendar management, room reservations, expense management, mail, travel logistics, and recruitment efforts, all with a sense of urgency and utmost confidentiality.
• Make travel arrangements for the immediate supervisor and other departmental faculty.
• Coordinate travel arrangements and create expense reports in a timely manner
• Prepares and disseminates reports.
• Meeting Minutes for the Department
• Establishes and maintains filing systems for records, files, and documentation.
• Maintains confidential materials and records.
• Assist with the maintenance of student files including but not limited to final grade entry, filing and assist with the compliance of required paperwork.
• Scan and shred paper documents in compliance with records retention policy.
• Assists with the administering and coordination of Public Health Office activities.
• Assists in the development and implementation of office procedures and work study schedules.
• Functions as liaison with other departments, faculty, staff, students and external organizations.
• Build and maintain good business relationships with executives and administrative staff across the institution Plans, schedules departmental meetings.
• Arrange and reserve conference rooms, catering, audio/video