Administrative Assistant - Department of Medicine Business Office

Job Summary:

This position provides administrative and financial support within the Department of Medicine Business Office. Responsibilities include accounts payable and accounts receivable processing, assisting with the management of departmental accounts, supporting the Financial Administrator, and serving as a resource for various business office functions. The position also provides administrative support to departmental leadership and serves as a backup for selected payroll and retirement processes.

• Assist the Accounts Payable Supervisor in Processing accounts payable transactions
• Process refund requests and ensure appropriate documentation is maintained
• Assist with the administration of departmental accounts, including:
  • Sale of Service accounts
  • Grant-related accounts
  • Observership accounts
  • Start-up accounts
  • Other special funding accounts as assigned
• Assist in developing and maintaining departmental reimbursement procedures and accounts payable policies
• Assist in ensuring that appropriate documentation is maintained based on the established policies and procedures

Administrative Support:

• Provide administrative support to the Financial Administrator and other business office leadership as assigned
• Coordinate the semi-annual Time Study process, including distribution, tracking, collection, and filing of completed study
• Serve as the Department of Medicine representative for the annual Community Giving Campaign
• Assist with general office projects, departmental initiatives, and process improvement efforts
• Prepare correspondence, reports, spreadsheets, and meeting materials
• Maintain electronic and paper records in accordance with departmental requirements

Cross-Training / Backup Responsibilities:

• Receive training in payroll processing and retirement administration procedures
• Serve as backup support for payroll and retirement-related functions during staff absences or peak workload periods
• Assist with other business office duties as needed to support departmental operations
• Perform other related duties as assigned to support the Department of Medicine Business Office

Minimum Qualifications:

Associates Degree or pertinent college level courses and two years of administrative/office management experience. Will consider equivalent combination of education and experience.

Strong organizational and time-management skills.

Proficiency with Microsoft Office applications, particularly Excel, Word, and Outlook.

Strong attention to detail and accuracy.

Ability to maintain confidentiality and work effectively with faculty, staff, and external contacts.

Preferred Qualifications:

Work Days:

Monday - Friday daytime hours

Message to Applicants:

Our benefits package includes health, dental and vision insurance, eligibility for employer 401k funding after 1 year (3% quarterly/5% annual on vesting schedule), tuition reimbursement, generous paid time off, including vacation and personal time, paid sick leave, holidays and floating holidays

G3: $18.75 - $28.40

Please note the salary information shown is a general guideline only. Salaries are based upon candidate skills, experience, and qualifications, as well as internal equity, market and business considerations.