PEAK - Lead Admin Support Spec - Dept. of Medicine - Endocrinology

Position Introduction:

Performs support-oriented job duties to a Department Head or Manager. Duties are complex and of an advanced nature, to include but not limited to maintaining files, scheduling appointments, managing inventory, typing, preparing reports and correspondence, distributing information, conducting research and computation, managing office procedures, assisting with budget preparation, and coordinating activities. Serves as a payroll coordinator and resource to other support personnel. May supervise support staff.

Main duties:

• Process and pay office and laboratory invoices using Peoplesoft.
• Utilize the office purchasing card (P-card) to make authorized departmental purchases.
• Enter and reconcile P-card transactions in Peoplesoft, ensuring purchases are accurately recorded and properly documented.
• Submit invoice payments and P-card reconciliations to my supervisor for review and approval.
• Prepare and submit completed monthly reconciliations and supporting documentation to the Finance Department for review.
• Process faculty and fellow travel reimbursements and out-of-pocket expense reimbursements.
• Monitor available funding for fellows and maintain accurate funding-tracking spreadsheets.
• Provide administrative coordination and support for Endocrinology Grand Rounds.
• Communicate with scheduled speakers regarding upcoming presentations • Send zoom meeting invitations to faculty, fellows, speakers and other participants
• Maintain and update the Endo Grand Rounds schedule as speakers, dates and topics change.
• Send follow-up communications to speakers for all meetings.
• Distribute incoming faxes to the appropriate clinic faculty or staff.
• Scan documents and correspondence for faculty and staff as requested.
• Ensure mail and other incoming correspondence are accurately routed to the appropriate recipients.

Required Education and Experience:

• High School Diploma or GED
• 12 months office, clerical, or administrative experience.

Required Knowledge, Skills, Abilities:

• Advanced knowledge of office procedures
• Office management and customer service skills
• Advanced knowledge of Microsoft Office Suite (Outlook, Excel, and Word)
• Excellent interpersonal skills
• Ability to work independently and as a team player
• Ability to complete tasks in an efficient and timely manner
• Must be detail oriented for accuracy of data and information
• Ability to multitask, be organized, and self-motivated
• Ability to work in stressful situations and meet deadlines in a timely manner
• Ability to communicate verbally and in writing