Meharry
Administrative Assistant Sr.
The Administrative Assistant Sr. supports the daily operations of the Physician Assistant Sciences Program by providing advanced administrative and clerical assistance to program leadership, faculty, staff, and students. This role is essential in maintaining smooth, efficient, and compliant operations, supporting accreditation needs and ensuring high quality service to internal and external stakeholders. Essential Functions (Duties and Responsibilities)
Greets visitors, establish nature of business, and direct visitors to appropriate personnel Answers telephone efficiently in a professional and courteous manner; route to appropriate individuals and/or take messages Provide accurate information to callers Retrieve and act on voice mail messages in a timely manner Enter and follow up on work requests to facilities Maintain program files and calendars Performs desktop publishing duties by creating and developing visual presentations for the program, including but not limited to the designing and drafting of: General correspondence Invitations Memos Charts Tables Graphs Signs Proofreading documents for spelling, grammar, and layout errors Editing documents, drafts, and related correspondence Arranging meetings as requested Assisting with the planning of program events including admissions, interviews, orientation, white coat, and advisory board meetings by: Reserving meeting space Arranging food service Working with campus and external partners for invitations, programs, food service, photographer, and room-set 25% Inventory and Supplies
Inventory office supplies and with approval, order office supplies Coordinate the ordering of business cards, computers, office furniture, office supplies for new faculty and staff Assist with the ordering of lab-specific supplies, as requested by faculty, and approved by the Program Director Assist with the inventory of general lab supplies and with the approval of the Program Director, order lab supplies Record-Keeping and Accounts Payable
Assist with maintaining an accurate account of expenditures by recording program expenses, such as purchases, expense reports, and check requests Assist with the processing, submission, and tracking of expense reports and purchase orders Faculty & Staff Support
Organize, coordinate, and schedule complex activities such as faculty and staff travel arrangements including: Itineraries Briefing materials Appointments Arrangements for conferences and lodging Serve as recording secretary for assigned committee meetings. Ensure all participants have a meeting agenda Remind attendees of meeting schedules Attend meetings Take, transcribe, and distribute minutes Works with Program Director and Program Manager to facilitate orientation and training for new employees Assist new faculty and staff with the utilization of web-based communication and other program operations software Serve as the primary support staff for the Program Director, Medical Director and Associate Medical Director Facilitate the ordering of scrubs and white coats Student-Related Responsibilities
Monitor, set up, and maintain student files Maintain student contact information database Facilitate the ordering of scrubs and white coats Facilitate student registration each semester Enter program courses, course directors, and advisors into Workday each semester Assist with the scheduling and managing of student drug testing and background checks Assist with the completion of student alumni education verification, licensing, and credentialing forms Assist with admissions Assist with proctoring student examinations and remediation's Performs other related duties as assigned Knowledge, Skills and Abilities:
Excellent organizational skills and the ability to handle multiple tasks with deadlines
Excellent interpersonal skills and an ability to work both independently and as a team member
Excellent written and oral skills
Proficiency in Microsoft word, PowerPoint, Excel, SharePoint, and Outlook Education and Experience:
High school diploma or general education degree (GED) required
Bachelor's degree preferred
Two to three years of experience in a position with similar responsibilities preferred
Requires knowledge of secretarial and office administrative procedures Environmental Conditions and Physical Demands
Usual office environment.
Manual dexterity
Visual and auditory acuity
Able to sit, stand or walk for extended periods of time
The Administrative Assistant Sr. supports the daily operations of the Physician Assistant Sciences Program by providing advanced administrative and clerical assistance to program leadership, faculty, staff, and students. This role is essential in maintaining smooth, efficient, and compliant operations, supporting accreditation needs and ensuring high quality service to internal and external stakeholders. Essential Functions (Duties and Responsibilities)
Greets visitors, establish nature of business, and direct visitors to appropriate personnel Answers telephone efficiently in a professional and courteous manner; route to appropriate individuals and/or take messages Provide accurate information to callers Retrieve and act on voice mail messages in a timely manner Enter and follow up on work requests to facilities Maintain program files and calendars Performs desktop publishing duties by creating and developing visual presentations for the program, including but not limited to the designing and drafting of: General correspondence Invitations Memos Charts Tables Graphs Signs Proofreading documents for spelling, grammar, and layout errors Editing documents, drafts, and related correspondence Arranging meetings as requested Assisting with the planning of program events including admissions, interviews, orientation, white coat, and advisory board meetings by: Reserving meeting space Arranging food service Working with campus and external partners for invitations, programs, food service, photographer, and room-set 25% Inventory and Supplies
Inventory office supplies and with approval, order office supplies Coordinate the ordering of business cards, computers, office furniture, office supplies for new faculty and staff Assist with the ordering of lab-specific supplies, as requested by faculty, and approved by the Program Director Assist with the inventory of general lab supplies and with the approval of the Program Director, order lab supplies Record-Keeping and Accounts Payable
Assist with maintaining an accurate account of expenditures by recording program expenses, such as purchases, expense reports, and check requests Assist with the processing, submission, and tracking of expense reports and purchase orders Faculty & Staff Support
Organize, coordinate, and schedule complex activities such as faculty and staff travel arrangements including: Itineraries Briefing materials Appointments Arrangements for conferences and lodging Serve as recording secretary for assigned committee meetings. Ensure all participants have a meeting agenda Remind attendees of meeting schedules Attend meetings Take, transcribe, and distribute minutes Works with Program Director and Program Manager to facilitate orientation and training for new employees Assist new faculty and staff with the utilization of web-based communication and other program operations software Serve as the primary support staff for the Program Director, Medical Director and Associate Medical Director Facilitate the ordering of scrubs and white coats Student-Related Responsibilities
Monitor, set up, and maintain student files Maintain student contact information database Facilitate the ordering of scrubs and white coats Facilitate student registration each semester Enter program courses, course directors, and advisors into Workday each semester Assist with the scheduling and managing of student drug testing and background checks Assist with the completion of student alumni education verification, licensing, and credentialing forms Assist with admissions Assist with proctoring student examinations and remediation's Performs other related duties as assigned Knowledge, Skills and Abilities:
Excellent organizational skills and the ability to handle multiple tasks with deadlines
Excellent interpersonal skills and an ability to work both independently and as a team member
Excellent written and oral skills
Proficiency in Microsoft word, PowerPoint, Excel, SharePoint, and Outlook Education and Experience:
High school diploma or general education degree (GED) required
Bachelor's degree preferred
Two to three years of experience in a position with similar responsibilities preferred
Requires knowledge of secretarial and office administrative procedures Environmental Conditions and Physical Demands
Usual office environment.
Manual dexterity
Visual and auditory acuity
Able to sit, stand or walk for extended periods of time