Summary

This position will primarily provide support to the Global and Immigrant Health Division Chief as well as support the Division and other faculty in the Division by coordinating financial and business processes, processing personnel related transactions, and liaising with central departments. They will support international travel, event planning, scheduling visitors, recruitment and organizing Division Chief’s tasks and calendar. They will ensure accurate funding sources are used across the Division.  The candidate for this position should be a team-player and eager to assist the Division Chief, faculty and staff in tasks they are assigned; the ideal person would also be a self-starter.

Job Duties

• Manages domestic and international travel in the travel management system (Concur).
• Composes formal and informal correspondence including, but not limited to, creating and formatting presentations.
• Calendar scheduling and maintenance.
• Coordinates with the International Services Office regarding visa requests for new employees and visa extensions for current employees.
• Schedules interviews on behalf of the hiring managers and supported faculty. (10%)
• Manages faculty reappointments and renewals.
• Provides administrative assistance to the Division Chief, such as: answering calls, typing letters/memos, maintain department files, sending faxes, communicating with partners and maintaining business expenditures for the executive. (50%)
• Monitors financial activity by compiling, reviewing, and reconciling financial accounts. (20%)
• Reviews expenditures from fund sources to verify accuracy, need, and compliance.
• May assist with credentialing and onboarding faculty and staff.
• May coordinate department meetings, events, retreats, and other functions.
• May provide additional support to faculty as needed.
• Processes all reimbursements for expenses and travel, knowledge of Concur, and SAP functions. (20%)
• Tracks all memberships and licensees for renewal, submitting appropriate reimbursement requests through Concur.
• May provide additional support to other department faculty as needed. 
• Processes travel documentation for Chief and incoming guests to the section.
• Minute-taking and record keeping for faculty meetings/events.
• Prioritizes and schedules meetings across the Internationally based Global TB team to help keep team moving towards goals and priorities.

Minimum Qualifications

• High School diploma or GED.
• Four years of relevant experience.

Preferred Qualifications and Skills

• Bachelor's Degree.
• Excellent communication skills.
• Business writing experience preferred.
• Ability to work in a team or individual setting.
• Experience working with senior-level leadership.
• Detail-oriented and skills for organization.
• Timeliness and good attendance record.
• Ability to keep things confidential.