Job: Administrative Assistant - Academic - Academic Affairs

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Job Description

Academic Affairs

Full Time (40 hours per week)

Day Shift: Monday - Friday


Job Details:

General Summary

Provides advanced-level support as Administrative Assistant to various faculty members, division heads, managers, and directors of academic departments. Serves as a liaison to various internal and external customers.

Essential Responsibilities

1. Types grant proposals, manuscripts, scientific papers, correspondence, memos, speeches, patient medical reports from recorded tapes and handwritten drafts. Formats documents using Microsoft Word, Excel, and PowerPoint. Proofreads and edits documents, correcting spelling and grammar. Writes correspondence on behalf of faculty members, managers, and others.

2. Downloads instructions for grant applications from the National Institutes of Health (NIH) website as well as the websites of other public and private funding sources. Reads and interprets these instructions for faculty members.

3. Plans and coordinates preparation of grant applications for NIH, other federal agencies, private foundations, and pharmaceutical companies. Ensures that the most recent grant forms are utilized for grant submissions. Ensures that grant application forms are filled out correctly.

4. Obtains information required to complete various sections of grant applications. Uses bibliography management software to enter, format, and sort references. Works with program administrators and Research Administration staff to develop and finalize grant budgets.

5. Uses electronic submission software for electronic grant submissions. Assists faculty members with the use of the software for the scientific portions of grants. Works with Research Administration to ensure that grants are submitted correctly and are accepted by the NIH. Troubleshoots any problems with electronic grant submissions.

6. Completes Internal Grant Review (IGR) forms for faculty members and principal investigators. Routes grant applications for internal approvals for human subjects, animal subjects, and biohazards. Routes IGR forms to Department Administrator/Director, Chair, and Research Administration for approval.

7. Acts as a liaison for faculty with Research Administration, IRB, IACUC, Biosafety, Finance, Purchasing, and Receiving. For clinical faculty, acts as a liaison with Scheduling, Admissions, the Clinic, and other clinical areas. Checks clinical faculty schedules for scheduling conflicts and errors.

8. Assists in the development and administration of spreadsheets, tracking tools, presentations, speeches, etc using sophisticated application software that requires a high degree of independent functioning. May create graphics from various computer software programs for publications and grant applications. May embed graphics in text.

9. Answers, screens, and routes phone calls. Duplicates documents, processes and distributes mail. Sets up and maintains filing systems.

10. Makes travel arrangements, which may include arranging travel itineraries and making transportation and hotel reservations. Completes Prior Approval to Travel forms, estimating the cost of most trips. Completes travel expense vouchers for reimbursement. Informs travelers about Institutional travel policies.

11. Arranges for faculty candidates' itineraries including scheduling interviews, seminars, meals, and lodging. Completes recruitment expense vouchers.

12. May be responsible for setting up conferences, seminars, dinners or special programs. Collects course registrations, deposits them with Finance, and tracks course finances, as needed.

13. Completes expense vouchers, purchase and supply requisitions, and expense reimbursements. Maintains financial records of purchases, payments, and reimbursements. Monitors expenditures, as directed.

14. Orders supplies from various internal and/or external sources. Operates office equipment such as copiers, fax machines, computers, and printers. Replaces cartridges, troubleshoots problems, and calls service when needed.

15. Provides administrative coverage for Administrative Assistant absences and vacancies.

16. Performs all other duties as assigned.

General Responsibilities

1. Performs, as directed, safety compliance and uses Personal Protective Equipment (PPE), as needed.

2. Participates in Quality Assessment (QA) and Quality Improvement (QI) programs, as directed.

3. Ensures compliance with The Joint Commission and all other Federal, State and Regulatory Agencies.

4. Responds promptly and sincerely to customer's needs, requests and concerns via all communication forms using easily understood language and refraining from using inappropriate language and non-verbal gestures.

5. Maintains positive working relationships as a team player through problem solving issues, speaking positively about others, listening attentively and observing the Patient Bill of Rights and Confidentiality.

6. Increases customer service knowledge, skill and ability by participating in department and institution-wide specific programs.

7. Incorporates National Jewish's identity (Science Transforming Life®) into daily functions. Speaks positively about the institution, provides customers with prompt service, maintains a clean and safe working environment, dresses appropriately based upon National Jewish safety standards, and departmental policies and wears an ID badge visibly.

Knowledge and Skills

Demonstrated advanced skills & experience: using a PC or Mac including the Microsoft Office Suite, (Word, Excel, Power Point), typing, written communication, verbal communication, attention to detail, ability to understand and interpret policies and grant application guidelines, problem solving, organization, multi-tasking, general office equipment troubleshooting, and time management.


Associate's Degree required. Bachelors Degree preferred.

Certification and Licensure


Work Experience

A minimum of three (3) years of recent Administrative Assistant experience, including a minimum of one (1) year of academic-related word processing experience required. Health-care background is preferred.

- or - Any equivalent combination of Education and/or Experience

Working Conditions

Position is an office environment. Frequent requirements may include: sitting for extended periods, entering and manipulating data on a workstation computer and participating in team/executive meetings. Approximately 75% of daily responsibilities will be working both one-on-one and in teams with other personnel and extended one-on-one contact in a quiet environment where hearing and listening is paramount. Must possess the ability to communicate by observation, verbal, written and listening; standing; walking; climbing stairs; stooping to remove/replace files; good hand-eye coordination; lifting, pulling, pushing, and upper body twisting while handling supplies and equipment; sitting while completing paperwork; using keyboard for PC and word processing needs. Occasional requirements may include: stand, walk, use hands to manipulate, handle or feel objects, tools, or controls, reach with hands and arms, stoop, kneel, and lift/move up to 25 pounds. Incumbent may be scheduled to work an alternate schedule to accommodate essential business needs routine travel by foot or automobile to alternate work/meeting locations, possibly during inclement weather.

Environmental Conditions

No environmental conditions indicated. Professional office environment with time of each day spent in interaction with management/staff, in addition to planning and working autonomously. Requires teamwork and the ability to handle multiple interruptions; frequently fast-paced; high-pressure; occasionally variable-paced; variable pressure. Personal Protective Equipment (PPE) will be provided to each employee when needed as determined by policy. Utilization of PPE is mandatory. Estimated 1700 employees in the worksite.

Management/Supervisory Responsibilities




National Jewish Health
Human Resources
1400 Jackson St
Denver, CO 80206
Job Line: 1.800.686.9512


© 2017 National Jewish Health, Policies & Guidelines

National Jewish Health is a non-profit, non-sectarian institution and is a longstanding cornerstone in the Denver healthcare community. National Jewish Health seeks to attract the best-qualified candidates who support the mission, vision and values of the Institution and those who respect and promote excellence through diversity. We are committed to providing equal employment opportunities (EEO) to all employees and applicants without regard to race, color, creed, religion, sex, age, national origin, citizenship, sexual orientation, gender identity and expression, physical or mental disability, marital, familial or parental status, genetic information, military status, veteran status or any other legally protected classification. We are a tobacco and fragrance free environment.