Administrative Assistant II

Creighton University in Omaha, NE is seeking to hire an Administrative Assistant for the Office of Research in the School of Medicine.

Performs diversified administrative and general office duties while handling confidential and time sensitive information. Serves as the primary administrative and operational liaison by communicating with individuals across departments, school, university, and broader community. Organizes and maintains correspondence, projects, and follows up on pending matters with limited direction. Prepares special correspondence, reports, and analyzes data in preparation of summarizing results. Organizes and expedites work throughout the offices and initiates follow up action. Assignments are broad in nature and require the individual to think critically to arrive at solutions. Operates a personal computer and appropriate software.

Key Responsibilities

• Provide support for the day-to-day oversight of office activities and support Office of Research and students workers. Maintains spreadsheets with detailed information.
• Schedules meetings/appointments/travel arrangements for Office of Research. Receives, sorts and distributes incoming mail and building deliveries and prepares outgoing mail for delivery.
• Serves as the main point of contact for medical students looking to find a research mentor, working closely with departmental contacts for availability of research mentors. Maintains a faculty mentor list and ensures that resources for medical students are accurately and timely maintained.
• Supports internal and external events through planning, coordination and collaboration. Communicates with facilities management, events management and other colleagues and departments to ensure each event is supported. Serves as primary support person for medical student research events including University Research Week, Networking Event, and M4 Panel Discussion, including event management and time sensitive communications.
• Assists in the coordination of the M1 Summer Research Program through communication and compiling of data. Organizes applications to ensure completion and coordinates review of applications. Works with student employment, human resources, and payroll with regards to student summer research stipends and faculty mentor award stipends.
• Executes the medical student travel grant program including the monitoring of the process, communication of awards, and the handling of the reimbursement process. Tracks all expenditures and submits all necessary receipts and paperwork to the Business Service Center.

Qualifications

• High school diploma or equivalent required
• 4 years of administrative experience required
• Knowledge of Microsoft Office products, Word, Excel, PowerPoint.
• Excellent organizational and time management skills and customer service focus and ability to resolve conflict and deal with demanding clients.
• Ability to think independently and analyze problems and reach solutions.
• Ability to work independently and anticipate required work, and self-initiate projects that have periodic or cyclical deadlines.
  
  

How to Apply

Applicants are encouraged to apply with a cover letter and up to date resume attached to the online application. If you have any questions submitting your application or materials, please don't hesitate to contact HR@creighton.edu