Administrative Assistant Senior

Essential Functions (Principal Duties and Job Responsibilities):

• Manage complex calendars for the Department Chair and assigned faculty, including scheduling meetings, coordinating logistics, resolving conflicts, and ensuring appropriate preparation materials are available.​
• Coordinate meetings, events, and conferences, including room reservations, virtual connection details, travel arrangements, catering, agenda and materials preparation, and follow-up action tracking.​
• Serve as a primary administrative point of contact for the department, responding to inquiries, providing information on policies and procedures, and triaging issues to appropriate personnel as needed.​
• Prepare, format, proofread, and edit correspondence, reports, presentations, spreadsheets, and other documents; ensure accuracy, completeness, and adherence to institutional standards.​
• Support purchasing and budget-related activities such as processing invoices, tracking expenses, reconciling statements, and maintaining records in coordination with finance staff.​
• Maintain organized electronic and paper filing systems, including confidential records, and ensure accurate data entry, tracking, and retrieval of information.​
• Coordinate domestic and/or international travel for the Department Chair and assigned faculty and guests, including itineraries, transportation, lodging, registrations, and related expense documentation.​
• Assist with onboarding and off boarding processes for staff, students, and/or faculty in the department, including gathering documentation, coordinating workspace and systems access, and communicating relevant information.​
• Provide guidance and oversight to junior administrative staff, student workers, or temporary employees, including task assignment, workflow coordination, and training on office procedures as directed.​
• Monitor office operations, supplies, and equipment; initiate service requests and supply orders and recommend process improvements to support efficient departmental functioning.​
• Maintain a high level of professionalism and confidentiality when handling sensitive information related to personnel, finance, research, and academic matters.​
• Perform other related duties as assigned to support the mission, goals, and ongoing operations of Meharry Medical College and the department.​

Knowledge, Skills and Abilities Required:

• Advanced proficiency with office productivity software and tools (e.g., word processing, spreadsheets, presentations, calendaring, email, and videoconferencing platforms).​
• Strong organizational and time management skills with demonstrated ability to manage multiple priorities, meet deadlines, and adapt to changing needs in a fast-paced environment.​
• Excellent written and verbal communication skills, including the ability to draft and edit professional documents and interact effectively with diverse internal and external stakeholders.​
• Demonstrated attention to detail and accuracy in document preparation, data entry, and recordkeeping.​
• Ability to exercise sound judgment, maintain confidentiality, and handle sensitive information with discretion.
• Ability to work independently with minimal supervision as well as collaboratively as part of a team, including providing guidance to less experienced staff.​

Knowledge, Skills, Abilities Preferred:

• Knowledge of higher education, academic medicine, or health sciences environments, including common administrative, academic, and financial processes.​
• Experience supporting senior leaders, faculty, or executives, including handling complex calendars, travel, and high-volume correspondence.​
• Familiarity with institutional business systems (e.g., HR, finance, procurement, student information, or research administration platforms) and the ability to quickly learn new systems.​
• Experience coordinating meetings or events involving multiple internal and external partners, including virtual and hybrid formats.​

Education and Experience Required:

• High school diploma or equivalent.​
• At least four to five years of progressively responsible administrative or office experience, including experience supporting management or leadership-level roles.

Education and Experience Preferred:

• Associate degree or bachelor’s degree in business administration, health administration, communications, or a related field.​
• Experience in a higher education, academic medical center, or healthcare setting.​
• Prior experience in a senior or executive administrative assistant role.​

Licensure, Certification or Registration Preferred:

• Professional administrative or office management certification (e.g., CAP, PACE, or equivalent) preferred.​