Sr. Administrative Support Associate, WF Institute for Regenerative Medicine

The Gerontological Society of America (GSA).; Winston-Salem (NC); On-site; USD 35,000 - 50,000; Full time

Job summary

A leading organization in gerontology seeks an Administrative Support professional to assist senior management with a range of administrative tasks including scheduling, correspondence, financial record management, and meeting coordination in a collaborative environment. Candidates should possess strong communication and organizational skills, with proficiency in Microsoft Office and experience in administrative roles.

Qualifications

• Minimum two years related experience required.
• Prefer candidates with an Associate's degree.

Responsibilities

• Provide administrative support including calendar management and correspondence.
• Manage financial duties like purchase requisitions and budget preparation.
• Coordinate meetings and travel arrangements for the department.

Skills

Excellent oral and written communication skills

Proficient use of Microsoft Office

Strong organizational skills

Strong customer service skills

Education

High school diploma or GED equivalent

Associate's degree preferred

Tools

PeopleSoft

Job description

JOB DESCRIPTION

JOB SUMMARY

Provide support to administrative manager and senior level management, specifically by taking responsibility for:

• Provide administrative support for WFIRM and administrative staff. Drafting letters and handling correspondence, Domestic and international travel, appointment and calendar management, outside guests meeting and travel.
• Preparing and disseminating internal documents.
• Assume responsibility for financial duties such as purchase requisitions, assisting with equipment purchases, assisting with travel authorizations and payment.
• Responsible for meeting and conference scheduling and planning, to include venue negotiation, handling arrangements such as producing related publications, preparing agendas, handling all related correspondence, making travel arrangements, disseminating information, and coordinating loan or rental of equipment, catering, etc.
• Responsible for scheduling and coordinating arrangements for department visitors and guests, including scheduling meetings with department and other institutional faculty, travel arrangements, reimbursement.
• Act in the absence of management in particular situations, as directed by supervisor.
• Interface with faculty, students, staff and department visitors and guests; answer inquiries and provide authoritative information.
• May assist with approved media activities within the department, such as TV crew activities and interviews, as directed by supervisor.
• Assist with departmental projects, as assigned by supervisor.

EDUCATION/EXPERIENCE

• High school diploma or GED equivalent and two years related experience.
• Associate's degree preferred.

SKILLS & QUALIFICATIONS

• Excellent oral and written communication skills
• Proficient use of Microsoft Office and PeopleSoft
• Strong organizational skills with attention to detail
• Ability to work well with numbers and statistics
• Strong customer service skills
• Ability to direct the work of others
• Ability to maintain confidentiality

ESSENTIAL FUNCTIONS

1. Performs a variety of complex tasks to assist or relieve direct supervisor of operational and administrative support activities by managing, organizing, prioritizing, completing and/or delegating work on behalf of supervisor when appropriate and within established guidelines, policies and procedures. May sign on behalf of supervisor as delegated.
2. Summarizes the content of incoming materials, meeting minutes or other gathered data to assist supervisor with identifying emerging or priority issues.
3. Maintains leadership's or departmental calendar(s). This includes making appointments, arranging meetings, scheduling departmental activities, and arranging travel. Makes arrangements for facilities and audiovisual equipment as needed. Facilitates operational details of department/program/clinic.
4. May interview, hire, train and direct students or other administrative staff as assigned. This includes advising on new procedures, coordinating information and accommodating workload needs.
5. Responsible for screening and referring callers, taking messages, and routing calls according to procedures. Uses organizational familiarity and discretion to address concerns and escalates to direct supervisor as needed. Provides detailed responses to information requests about programs and activities.
6. Prepares routine to complex correspondence, agendas, proposals, course materials, schedules, articles, meeting minutes, reports and other materials. Reviews materials for accuracy and correct format.
7. Provides requested information for special reports/projects by researching files and records, retrieving stores data, compiling data, organizing and presenting information in a usable format, such as graphs, tables and charts.
8. Assists with business-related financial duties such as tracking accounts, producing financial reports, and providing budget preparation support.
9. Prepares, processes and maintains financial operation records, such as payroll, purchasing and requisitions.
10. Maintains inventory and supplies for department/program/clinic.
11. Performs other related duties as assigned.

WORK ENVIRONMENT

• Clean, well lit, comfortable, office environment
• May be subject to interruptions

About Us

Wake Forest University School of Medicine (WFUSM) is a U.S. News and World Report top 50 ranked medical school, integrated with a world-class health system, Atrium Health. WFUSM, the academic core of Atrium Health Enterprise, is a recognized leader in experiential medical education and groundbreaking research that includes Wake Forest Innovations, a commercialization enterprise focused on advancing health care through new medical technologies and biomedical discovery. WFUSM, has over $300M in annual, extramural funding that drives a cutting-edge Academic Learning Health System by integrating innovative research with excellent patient care across our enterprise.

Atrium Health Wake Forest Baptist is based in Winston-Salem, North Carolina and is part of Advocate Health, which is headquartered in Charlotte, North Carolina, and is the fifth-largest nonprofit health system in the United States, created from the combination of Atrium Health and Advocate Aurora Health. AHWFB is an 885-bed tertiary-care hospital in Winston-Salem - that includes Brenner Children's Hospital, five community hospitals, more than 300 primary and specialty care locations and more than 2,700 physicians. Our highly integrated academic and clinical environment is deeply committed to improving health, elevating hope, and advancing healing - for all.

It should be noted that while you are applying on the Wake Forest University School of Medicine Career Site, you will receive communications from the Atrium Health Recruitment Team. Please know that this is an expected process. Thanks in advance for your flexibility.

About the Team

Mission, Vision and Culture Commitments

Mission

To improve health, elevate hope and advance healing - for all.

Vision

To be the first and best choice for care.

Culture Commitments

We create a space where all Belong

We Work as One to make great things happen

We earn Trust in all we do

We Innovate to better the now and create the future

We drive for Excellence - always