Administrative Assistant – Senior

This job description relates specifically to the Department of Psychiatry and Behavioral Sciences and the Lloyd C. Elam Mental Health Center of the School of Medicine of Meharry Medical College. The Administrative Assistant works under the direct supervision of the department Chair. Position performs administrative and office support activities for multiple directors. Duties may include office management; plans, administers and coordinates health services division level functions; develops, recommends and implements office management policies and procedures; supervises and coordinate clerical services; prepares complex department reports and presentations using various software applications. Extensive software skills, Internet research abilities and strong communication skills are required.

Daily Operations

• Perform general clerical duties answering telephone calls, photocopying, faxing, mail distribution and filing.
• Order offices supplies, assist with travel arrangements and expense reports for programs.
• Take minutes in various meeting as designated by the department chair
• Responsible for providing administrative support to ensure efficient operations of the office. Coordinates and maintains records for Directors and a variety of tasks related to organization and communication.
• Plans, administers and coordinates health services division level functions, with primary responsibility for the coordination of intradepartmental correspondence and reports as assigned.
• Develop, recommends and implements office management policies and procedures; develop and maintain filing and record keeping systems; schedules.  
• Coordinates administrative and clerical services; composes routine correspondence; compiles statistical data; prepares surveys, questionnaires, etc.
•  Organize and schedule meetings and appointments. Assist in the preparation of regularly scheduled reports.   
• Perform other departmental mission related duties as assigned by the department chair.
• Be courteous, tactful, and discrete in relating to the public, other staff, and clients.
• Adhere to the guidelines as stated in the Meharry Medical College Policy and Procedures Manual.
• Perform other services or related duties as assigned.

Required Skills

• Organized approach and excellent time management skills.
• Ability to interact effectively with staff, clients, agencies, etc. 
• Computer literacy and good keyboard skills.
• Demonstrated knowledge of office procedures and proficiency in various PC based applications to include word processing and spreadsheets.
• Ability to transcribe data from recorded or direct dictation.
• Comprehensive knowledge of institutional policies, procedures and organizational structure.

Required Education and Experience

• Bachelor’s degree or equivalent related experience.   Minimum five years position-related experience.   Lower level administrative assistant experience, within the institution preferred.