Associate to Chairman #624

JOB DESPCRIPTION:

 

Under the general direction of the Administrative Supervisor and Chairman and reporting to the Business Manager, act as a strong liaison with the Business Office, manage administrative and support functions of the Chairman's office including supervision of office staff. With considerable latitude for exercising independent judgment in setting office priorities and initiating work assignments, provide organizational and operational coordination and oversight for all activities related to the Chairman's office.

 

The ideal candidate will have excellent organizational skills with the ability to assess and set priorities and evaluate changing needs and exercise independent judgment and initiative to manage and prioritize a wide variety of complex tasks as well as meet deadlines.  Candidate must have independent problem-solving abilities and superior interpersonal skills reflecting positive customer service orientation and leadership style.

 JOB DUTIES:

 

1. Manage administrative activities; oversee scheduling and appropriate time commitments for the chairman. Set operational priorities for the Chair?s office based on thorough understanding of departmental goals and objectives.  Identify areas of operational deficiency and implement working systems to compensate.

2. Coordinate and organize special committee meetings and conferences. Prepare agendas and materials for use in meetings. Attend meetings, take minutes, summarize and distribute. Coordinate and oversee the facility needs, assign and supervise staff support. Create and maintain historical files for specific committees. Provide comprehensive support for committees in their logistical and complex scheduling needs. Resolve multiple and complex scheduling conflicts with working solutions ensuring strong control of administrative details.

3. With working knowledge of the Chairman's priorities and objectives, screen all incoming correspondence, assess the nature and priority, and respond or forward correspondence to the appropriate individuals when indicated.  Supervise all administrative office staff, including providing training, performance evaluation, assignment of project work, assessment of priorities and redistribution of assignments as necessary.

4. Using high level of computer literacy and excellent organizational skills, type, organize, and maintain all office records, correspondence, scholarly reviews and manuscripts in both paper and electronic formats.

5. Coordinate all faculty recruitment (search, justifications, etc) as well as annual reviews and reappointments/promotions for the department. Maintain all confidential data and files; build electronic information database to track, evaluate and manage all pertinent faculty data for a variety of needs from the Chairman, Dean, or other senior leadership. Act as liaison for department to the Faculty Office on all faculty affairs.

6. Place orders for lab supplies and equipment for external vendors.  Collect invoices and financial records for monthly account reconciliation and record maintenance for the laboratory and office operations related to the Chair?s office.

JOB REQUIREMENTS:

 

1. Bachelor's degree in a related field and at least one-year managerial/supervisory experience or the equivalent combination of education and experience.

 

2. Working knowledge of Microsoft Office applications, including Word, PowerPoint and Excel, with substantial experience with web-based interactive systems with an emphasis on Mac OS X programs and operation. Preferred: Experience with Adobe Photoshop, Acrobat, and Illustrator, with experience in vector-based image manipulation as well as TIFF/jpeg image handling for use in presentation slides and academic manuscript figures.  (Training can be provided to a candidate with general proficiency in computer operation.)

 

Please forward a copy of your resume in MS Word format to resumes@jackiematchett.com for consideration.

 

** ONLY QUALIFIED CANDIDATES NEED APPLY!! **

 

 





 

Jackie Matchett Personnel Services (www.jackiematchett.com) is a full service staffing firm. We provide an assortment of services in the temporary and direct placement arena to companies ranging from emerging businesses to NYSE listed corporations. We have successfully filled positions ranging from staff executive level in Accounting, Administrative, Customer Service, Finance, and Medical Office Support.