Sr Administrative Specialist

The Sr Administrative Specialist provides administrative support for tasks including office management, vendor coordination, report and document preparation, departmental visitation and recruitment, faculty support, and communication/telephone calls.
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Job Responsibilities:

- Provide day-to-day administrative support, such as responding to calls, managing/tracking office supplies, document formatting & editing, mail, tracking and maintaining vendor contracts, scheduling meetings, etc., independently.
- Coordinate with external vendors to support event organization for own team/department.
- Manage standard communication with internal/ external members on routine matters.
- Create standard reports related to budget and variance, expenses, etc.; ensure documentation and data management while protecting confidentiality where needed.
- Support a faculty member or leader(s) with activities related to scheduling, communication, managing lab setup, grants, etc., as appropriate within own scope of work.
- Support in the recruitment process by developing & coordinating itineraries for departmental visitors or new recruits.
- Perform other duties as assigned to meet the goals and objectives of the department and institution.
- Maintain regular and predictable attendance.
- Consistently meet job expectations, adhere to policies, and deliver quality work while applying St. Jude values and principles. Managers evaluate employee performance throughout the year—specifically through the spring and fall Check In milestones and the Annual Performance Review. All employees are encouraged to actively participate in these performance management processes.

Minimum Education and/or Training:

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- High school diploma/GED required.
- Bachelor's degree preferred.

Minimum Experience:

- Minimum Requirement: 4+ years of experience in administration or related areas.
- Experience Exception: Bachelor's degree with no experience required.
- Some experience with activities involving planning, organizing, and coordinating is important.
- Experience with tasks that involve managing routine or repetitive activities, high attention to detail, and clear communication is critical.
- Demonstrated experience working with office technologies including Microsoft Office (Word/ Excel/ Power point, etc.).

Special Skills, Knowledge and Abilities:

- Ability to understand and adapt to changing priorities. Skills in structured problem-solving and openness to learning new approaches to execution.
- Is able to apply knowledge/skills within own area to deliver tasks with limited guidance
- Addresses problems in a structured, logical approach. Asks for guidance and tries out new ideas when changes in approach are required. Adapts quickly and positively; learns from mistakes.
- Skills in clear and effective communication (written and verbal) and timely exchange of information with relevant stakeholders for work outcomes.
- Questions, clarifies, and provides explanations as needed. Checks documents and reports for clarity and accuracy. Seeks and provides information within and outside the team in a timely manner.
- Skills in planning, prioritizing, and organizing work well. Ability to deliver under tight timelines with focus on quality and efficiency.
- Plans around multiple tasks and priorities well within own work. Able to cope with unexpected changes in routine and deliver planned outcomes on time. Escalates issues/problems and seeks support in a timely manner.
- Skills in managing communication, especially with senior executives and handling sensitive information. Ability to manage day to day administrative activities and queries and solve problems in a structured manner.
- Exhibits a strong understanding of communication and collaboration tools and uses them to draft emails, presentations and reports for senior members of department. Manages day to day office administration activities, queries and coordination within and outside the function or department, more independently, with a high level of independence and confidence. Is able to manage sensitive communication, seeking guidance as needed.
- Skills in sourcing, identifying and managing vendor relationships, contract negotiations and holding vendors accountable. Learning agility and strong grasp of vendor provided systems and technologies.
- Learns on the job and applies skills in routine tasks and activities; delivers under supervision and guidance
- Demonstrates basic knowledge of vendor management processes and policies to engage with vendors for ongoing delivery.

Physical Demands and Working Conditions:

- The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
- Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- While performing the duties of this job, the employee is regularly required to stand; walk; sit; kneel, use hands to finger, handle, or feel; and talk or hear.
- The employee must occasionally lift and/or move up to 25 pounds.
- Specific vision abilities required by this job include close vision, depth perception and the ability to adjust focus.
- The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
- Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- The noise level in the work environment is usually quiet.
- An essential function of the job is to be able to comply with all applicable federal, state and local safety and health regulations that would apply to this job.
- The employee must move about the work space to access work surface and shelves, cabinets, drawers, and equipment that are at, below or above the work surface.
- Nothing in this job description limits management’s right to assign or reassign duties and responsibilities to this job at any time as business needs dictate. This job description reflects management’s assignment of essential functions; it does not proscribe or restrict the tasks that may be assigned. The information contained herein is not intended to be an all-inclusive list of the duties and responsibilities of the job, nor is it intended to be an all-inclusive list of the skills and abilities required to do the job.

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Compensation
In recognition of certain U.S. state and municipal pay transparency laws, St. Jude is including a reasonable estimate of the compensation range for this role. This is an estimate offered in good faith and a specific salary offer takes into account factors that are considered in making compensation decisions including but not limited to skill sets, experience and training, licensure and certifications, and other business and organizational needs. It is not typical for an individual to be hired at or near the top of the salary range and compensation decisions are dependent on the facts and circumstances of each case. A reasonable estimate of the current salary range is $22.00 - $38.50 per hour for the role of Sr Administrative Specialist.

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