Job: Administrative Assistant / Academic - Medicine - Administration

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Job Description

Medicine - Administration

Full Time (40 hours per week)

Day Shift: Monday - Friday

8 - 4:30

Job Details:

National Jewish Health (NJH) is seeking a detail-oriented, tech-savvy, flexible, and proactive individual for the position of Academic Administrative Assistant to several faculty in the Department of Medicine. As the leading respiratory hospital in the nation for 118 years, National Jewish Health is the only facility in the world dedicated exclusively to groundbreaking medical research and treatment of patients with respiratory, cardiac, immune and related disorders. Our Team is comprised of the highest quality Administrative Assistants who are committed to making a difference. The successful candidate will be a self-starter with excellent time management, organizational, and prioritization skills. The incumbent needs to be able to function independently, as well as be a team-player. The prospect loves to help and keep busy, works efficiently, is a positive presence in the environment; someone passionate about providing best in class service.

In this role, the Academic Administrative Assistant will provide high-level support to physicians; editing and proof-reading federal and foundation grant proposals, manuscripts, documents; and composing correspondence on behalf of faculty members. The individual efficiently communicates and coordinates aspects of the grant application process, by serving as a liaison and point-of-contact for multiple collaborators to complete projects successfully and on a timely basis, as well as handle day-to-day administrative matters. Outstanding verbal, writing, and editing skills are a must.

Essential Responsibilities

1. Types grant proposals, manuscripts, scientific papers, correspondence, memos, speeches, minutes from division meetings. Formats documents using Microsoft Word, Excel, Power Point and EndNote. Proofreads and edits documents, correcting spelling and grammar. Writes correspondence on behalf of faculty members, managers, and others.

2. Assists faculty members with grant submission process for NIH, other federal and state agencies, private foundations, and pharmaceutical companies, by coordinating application segments with the designated Program Coordinator and Research Administration to ensure that the grant is accepted. This includes completing and routing Internal Grant Review (IGR).

3. Acts as a liaison for faculty with Research Administration, IRB, Finance, Purchasing, Receiving, as well as other departments.

4. Performs basic administrative duties, including answering, screening and routing phone calls, duplicating and/or scanning documents, distributing mail and faxes, ordering supplies, filing, etc.

5. Responsible for complying with travel policy and procedure, as well as informing travelers about the same. Completes Prior Approval to Travel form (PATT) and travel expense vouchers for reimbursement. Makes travel arrangements, which may include arranging travel itineraries and making transportation and hotel reservations.

6. May be responsible for preparing itineraries including scheduling interviews, seminars, meals, lodging, setting up conferences or special programs, which may include collecting course registrations.

7. Coordinates mentorship and/or training programs, including but not limited to affiliate, observer, and/or fellowship.

8. Processes credentialing paperwork, by acting as a liaison with the Medical Staff Office.

9. Prepares promotional and periodic reviews, as well as appointment packets, for faculty demonstrating knowledge of current guidelines pertinent to the respective institution.

10. As a team player, provides basic administrative coverage for peers in their absences and vacancies.

11. 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. 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

Demonstrate advanced skills & experience using: a PC or Mac including Microsoft Office Suite, (Word, Excel, Power Point); proficient typing; exceptional written and verbal communication; attention to detail; understanding and interpreting policies and grant application guidelines; problem solving; organization; multi-tasking; general office equipment troubleshooting; time management; team participation, as well as independent functioning.


Associate's Degree required. Bachelor's 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. Healthcare background is highly 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.