Senior Administrative Professional - Division of Pulmonary Medicine
National Jewish Health/*National Jewish Health - Main Campus/Medicine - Pulmonary Division
Full Time (40 hours per week)
Work Hours: 8:00 am - 5:00 pm
Req # 12997
National Jewish Health is seeking an experienced, motivated, tech-savvy, reliable team player to join our largest and growing, Pulmonary, Critical Care and Sleep Medicine Division, led by Dr. Irina Petrache. The Senior Administrative Professional will provide high-level support to the Division Chief and faculty and is integral to their productivity and operational success.
As the Senior Administrative Professional role to support Dr. Petrache and the divisional faculty, outstanding professionalism, strong communication skills, and confidence are a must. Serves as a liaison and point-of-contact for multiple internal and external collaborators to meet deadlines and complete projects successfully.
The candidate selected for this role is someone who:
- Executes the smallest detail to perfection, effectively juggles multiple priorities through to completion, and successfully anticipates the needs of others
- Maintains and establishes positive relationships with all internal and external customers
- Displays expert organization, time management and prioritization skills
- Has a dedication to accuracy, intricate attention to detail, efficiency
- Demonstrates alertness and is responsive to all needs
- Is goal-oriented and has a flexible, proactive, kind, and helpful approach to the needs of the Division Chief, faculty, and our purposeful environment
- Exhibits outstanding verbal, writing, and editing skills in all situations.
Daily duties entail of the Senior Administrative Professional entail:
- Accurate and active calendar management including travel, meeting requests, invitations and other such logistics
- Coordination of the on-call coverage for the Division
- Timely travel and non-travel reimbursement processing; routing various documents for signatures and completion
- Division meeting preparation and set-up, including coordination with speakers and guests, announcements, meeting minutes
- Preparation of recommendation letters; calls handling, monitoring of voicemail, as well as transcription and distribution of any messages received
- Communicate and efficiently coordinate aspects of manuscripts, documents, and various projects; assists with submissions, including the grant application process; analyzes complex instructions, including proofreading and formatting of all materials and meeting coordination
- Acts as the face of the Division; someone who displays a pleasant presence and reflects the team positively.
This position will provide an exciting opportunity to be a part of a dynamic team, support the mission, vision and values of the Institution and those who respect and promote excellence. Dr. Petrache is strongly committed to continuing to lead the Division in national prominence through building interdisciplinary programs, continuing to look to the future and develop relationships with institutions locally, nationally, and globally. These programs include vascular biology and cardiopulmonary diseases, stem cell and regenerative medicine, rare lung diseases, as well as new cores such as the animal physiology core and lipid mass spectrometry core. The Division will continue to expand in all areas of pulmonary, critical care, and sleep medicine. Additional expansion in the basic, translational, and clinical research arenas will take place. The prestige and reputation of the Pulmonary, Critical Care, and Sleep Medicine Division generates many opportunities to collaborate, as well as strengthen existing and create new programs. The overarching goals remain to exude the Breathing Science is Life mission and vision of the institution, as well as to maintain its leading status through building a strong multidisciplinary clinic and translational research program.
Provides advanced-level administrative support to division chiefs, section heads, faculty, directors and managers of various departments. Leads the work of others by providing training, back-up coverage and acting as a department resource. Demonstrates independent judgment, leadership and decision-making ability.
- Leads the work of others and acts as a departmental resource and a “super-user,” training faculty and staff in specific systems, policies, procedures and processes, e.g., grant submission processes and regulations for federal, pharmaceutical and foundation grants.
- Analyzes complex instructions and makes assignments to faculty and/or staff. Coordinates projects, proofreads completed material, e.g., budgets, prioritizes workloads and troubleshoots any issues that arise.
- Writes correspondence, manuscripts, speeches and other documents on behalf of chiefs, directors, managers, vice chairs, faculty, and other department leadership positions.
- Acts as a liaison for chiefs, directors, managers, vice chairs, faculty and other leadership positions with departments throughout the institution. Problem solves issues and helps others troubleshoot problems. Recognizes confidential correspondence and protects this information accordingly.
- May complete faculty credentialing materials and promotion packets working with division chiefs, section heads, program directors and faculty. Oversees the completion of these packets by Admin Prof I-III.
- Applies mastery of departmental workload and systems to provide or train others to provide for vacancy coverage and to create and update department best practices. Communicates changes in policies or processes to impacted users.
- Applies institutional policies to process payment requests including travel, purchase orders and employee reimbursements. Trains others in this process and resolves problems.
- Accountability: Accepts full responsibility for self and contribution as a team member; displays honesty and truthfulness; confronts problems quickly; displays a strong commitment to organizational success and inspires others to commit to goals; demonstrates a commitment to National Jewish Health.
- Adaptability: Maintains effectiveness when experiencing major changes in work responsibilities or environment; adjusts effectively to work within new work structures, processes, requirements or cultures. Tries to understand changes; approaches change or newness positively; adjusts behavior.
- Attention to Detail: Accomplishes tasks by considering all areas involved, no matter how small; showing concern for all aspects of the job; accurately checking processes and tasks; being watchful over a period of time. Sets high standards of performance for self and others; assuming responsibility and accountability for successfully completing assignments or tasks; self-imposing standards of excellence rather than having standards imposed.
- Collaboration and Teamwork: Cooperates with others to accomplish common goals; works with employees within and across his/her department to achieve shared goals; treats others with dignity and respect and maintains a friendly demeanor; values the contributions of others. Uses key principles; subordinates personal goals, volunteer’s assistance.
- Initiative: Takes prompt action to accomplish objectives; taking action to achieve goals beyond what is required; being proactive. Responds quickly, takes independent action, and goes above and beyond.
- Managing Work and Time/Project Management: Effectively manages one’s time and resources to ensure that work is completed efficiently. Effectively manages project(s) focusing attention on the critical few priorities; effectively creates and executes against project timelines based on priorities, resource availability, and other project requirements (i.e. budget); effectively evaluates planned approaches, determines feasibility, and makes adjustments when needed. Prioritizes, makes preparation, schedules, and leverages resources.
- Peer Relationships: Interacts with others in a constructive, positive, and respectful manner, regardless of individual differences. Assists team members or co-workers in achieving personal goals and completing assignments.
- Perseverance/Resourcefulness: Accesses and utilizes available resources inside and outside the organization. Persists in efforts, redirects focus when met with a barrier, achieves goal even when faced with obstacles.
- Professional Development or Continuous Learning and Development: Actively identifies new areas for learning; regularly creating and taking advantage of learning opportunities; using newly gained knowledge and skill to enhance their contribution to the organization. Targets learning needs; seeks learning activities; maximizes learning; applies knowledge or skill, takes risks in learning.
Supervisory or Managerial Responsibility
Occasional travel may be required.
- Be available to work as scheduled and report to work on time.
- Be willing to accept supervision and work well with others.
- Be well groomed, appropriately for your role and wear ID Badge visibly.
- Be in compliance with all departmental and institutional policies, the Employee Handbook, Code of Conduct and completes NetLearning by due date annually.
- Fosters an inclusive workplace where diversity and individual differences are valued and leveraged to achieve the vision and mission of the institution.
- Adheres to safe working practices and at all times follows all institutional and departmental safety policies and procedures.
- Wears appropriate PPE as outlined by the infection control policies and procedures.
- Demonstrates compliance with all state, federal and all other regulatory agency requirements.
High School Diploma required, Bachelor’s degree preferred.
A minimum of 7 years administrative assistant or related office setting experience required.
Special Training, Certification or Licensure
Demonstrates advanced knowledge of PC or Mac, Microsoft Office including Word, Excel and PowerPoint. Proficient typing, excellent grammar, computer skills, written and verbal communications and organization. Advanced knowledge of grant applications and the grant submission process preferred.