Sr Administrative Assistant - Cardiopulmonary Center

Sr. Administrative Assistant opportunity in the Cardiopulmonary Center. The ideal candidate must have a high school diploma or equivalent and at least five years of administrative/secretarial experience.

Preferred candidates will have proficiency in Microsoft Teams, PowerPoint, Word, and Excel, along with administrative support experience. Kronos and Concur experience preferred.

The ideal candidate will be able to coordinate meetings, prepare meeting minutes, create presentations, and demonstrate strong organizational and time-management skills. Must be able to manage multiple priorities, work independently and collaboratively, and deliver high-quality results in a fast-paced environment.

What's in It for You?

Support Meaningful Work – Play a key role in supporting the operations and leadership of the Cardiopulmonary Center through a variety of administrative, recruitment, scheduling, and project coordination responsibilities.

Develop Broad Administrative Experience – Gain exposure to multiple functional areas, including executive support, meeting management, recruitment coordination, Kronos timekeeping, financial reconciliation, event planning, and departmental operations.

Enjoy a Collaborative and Flexible Work Environment – Work alongside a dedicated leadership team in a fast-paced setting while benefiting from a Monday-Friday schedule, a hybrid work arrangement (minimum three days on-site), and opportunities for professional growth and development.

Competitive Compensation – Salary range of $45,500 (minimum), $57,000 (midpoint), to $68,500 (maximum) based on qualifications and experience.

Shift\: Monday– Friday 8-hour shift between 7\:30 am – 5\:00 pm (on-site at least 3 days a week)

Salary\: $45,500 minimum $57,000 midpoint $68,500 maximum

SUMMARY
The primary purpose of the Sr. Administrative Assistant is to perform complex administrative and secretarial duties requiring independent decision-making and judgment supporting the center and administrative team.

JOB SPECIFIC COMPETENCIES

1. Administrative and Operational Support
Responsible for processing all Procard expenditures and completing monthly reconciliation and reconciliation report; resolve issues with any unidentified charges; Work w/internal and external Vendors for quotes and services and Supply Chain Management for final approvals; Maintain inventory of Office Supplies; ePAFs\: Process and track all ePAFs for staff changes ensuring proper documentation is included; Work with human resources to resolve funding information, policy issues and communicating institutional policy to employees; Work with Recruiter regarding all Center recruitment activity; Submit all requisitions for posting, receive candidates apps, schedule/participate in interviews, work with recruiter to offer and complete all updates in Taleo and PeopleSoft as required; Serve as primary for the departmental space survey and asset management; Provide administrative support to the Clinical Administrative Director and Leadership team. Manages and coordinates functions including maintenance of physical equipment, physical inventory and space planning.

Provides administrative support to the management and staff of the Center. Develop tools to assist staff perform their duties in an efficient manner including telephone lists, schedules and planning calendars. Uses independent judgment and complex analysis to gather facts and determine appropriate solutions to issues. Assists in strategic planning for the department.

2. Coordinate/Manage Meetings and Schedule
Coordinate meetings for center and CAD; Ensure there is a monthly staff meeting by coordinating calendar invite, reminders to staff and room reservation; Assist CAD with compiling presentation for staff meeting; Prepare minutes and send to all staff; Take attendance, maintain log; Assist in the coordination of departmental special events (i.e. employee recognition, retreats, initiatives, etc.)

Coordinates administrative activities for the department including processing confidential paperwork, maintaining Human Resource records\: new employee orientation, performance appraisals, compliance and safety records, regulatory compliance, employee rewards and recognition and job information. Develops and determines priorities and monitors status of special projects including publications, posters, retreats, meetings, employee recognition and conferences. Interprets institutional policies for employees.

3 Kronos Timekeeper
Edit, prepare timecards for approval; Resource for Kronos/Attendance; Ensure attendance guidelines are applied objectively to all employees in clinic; Maintain segregation of duties through careful review and editing of timecard so that managers can approve a completed timecard; Monitors and documents Kronos time and attendance points and communicates to management.

4. Other duties as assigned.