Job Summary: 

• Support the daily administrative activities for the Division of Pulmonary, Critical Care, and Occupational Medicine, including coordination of specialized and routine events and activities and appropriateness of expenditures.
• Provide administrative supervision of 3 ASCs and 1 Program Associate within the division. 
• Provide direction, assignments, feedback, coaching and counseling to assure outcomes are achieved. 
• Observe individual performance, provide fair and objective feedback, and identify opportunities to enhance performance
• Approve all requisitions and workflow orders, verify expenses and ensure funds are sourced correctly. 
• Reconcile every account each month and report status to Division Director and Administrator
• Assist with planning, developing, coordinating and implementing short and long range goals as outlined in the strategic plan for the project, program, unit, department, or college/division.
• Gather and analyze data to create detailed reports in response to requests for information from DEO, CSO & the Dean’s Office.
• Serves as a liaison between patients, faculty, staff, division, department administration, Carver College of Medicine, and the public.
• Participates or owns minor projects and process improvements

Skills on Resume: 

• Event Coordination (Hard Skills)
• Administrative Supervision (Hard Skills)
• Performance Management (Soft Skills)
• Financial Oversight (Hard Skills)
• Strategic Planning (Hard Skills)
• Data Analysis (Hard Skills)
• Liaison Work (Soft Skills)
• Project Management (Hard Skills)

Job Summary: 

• Creating and monitoring purchase requisitions, ePayment requests and Request for Contract (RFC) submissions for license renewals
• Project management and monitoring of project timelines
• Maintaining and monitoring budget
• Monitoring budget status and providing reports PeopleSoft Financials and Pulse BI
• Creating and securing approvals for forms required to compensate participants for projects and deliverables, and ensuring faculty, staff and students are paid promptly
• Administrative duties that include scheduling meetings, responding to voicemails and emails, preparing meeting agendas, meeting materials and taking meeting minutes, etc.
• Drafts and types a variety of business documents, including letters, memos, contracts, etc.
• Reviewing, proofing, and validating data within word documents and spreadsheets
• Manage department file repositories to ensure relevant shared files are properly posted and accessible to others
• Coordinate all travel details, domestic and international and including Visa processing

Skills on Resume: 

• Purchase Management (Hard Skills)
• Project Management (Hard Skills)
• Budget Monitoring (Hard Skills)
• Financial Reporting (Hard Skills)
• Document Drafting (Hard Skills)
• Data Validation (Hard Skills)
• Meeting Coordination (Soft Skills)
• Travel Coordination (Hard Skills)

Job Summary: 

• Independently manage day-to-day administrative activities of assigned Executives, ensuring an efficient and effective response to assigned duties and requests, tailoring the approach to the unique needs and goals of each Executive
• Anticipate the needs of Executives and provide operational and administrative support to help maximize the effectiveness of the Executive Team, including critical thinking around calendar logistics, managing to-do lists and the follow-up of action items, protecting time to allow for the Executives to focus on key priorities
• Independently manage intensive calendar coordination for multiple Executives, leveraging an understanding of organizational and individual priorities and needs
• Represent assigned leadership team members to external stakeholders and serve as the first point of contact for them, responding to complex inquiries requiring an advanced understanding of work and its impact on, and a deep understanding of policies and procedures
• Act as an onsite facilitator for client meetings and team meetings for the executive team members that support including A/V support, room reservations, catering, and general event execution and all related meeting logistics, set up/break down of space, and attending and coordinating follow-up actions
• Support the Office Team in coordination and execution of internal company events including staff meetings, team building events, social events, trivia nights, Halloran Hangouts, new hire receptions and home-based days
• Manage end-to-end travel process, including expense reports for assigned Executives
• Compose and edit internal and external routine correspondence and documents, including emails, meeting minutes, memorandums, and other key documents
• Identify opportunities for process change or improvements in all aspects of the role, and potentially the aspects of the Administrative Services team as a whole
• Execute on identified areas for improvement, aligning resources, developing improved processes, and communicating changes to relevant stakeholders
• Partner with internal Halloran team members (up, down, and across the organization) to ensure success of company goals and initiatives and to ensure the satisfaction and success of all employees
• Handle sensitive information with the highest level of confidentiality, judgment, and discretion

Skills on Resume: 

• Calendar Management (Hard Skills)
• Event Planning (Hard Skills)
• Editing (Hard Skills)
• Expense Reporting (Hard Skills)
• Representation (Soft Skills)
• Proactivity (Soft Skills)
• Innovation (Soft Skills)
• Discretion (Soft Skills)

Job Summary: 

• Assist with sales admin such as the creation of Order Forms to process approved sales requests or managing demo site requests
• Assist with finance admin such as generating invoices and following up with customer account receivable teams
• Assist with service team admin such as scheduling incoming projects and customer requests
• Provide periodic reports on administrative tasks and team capacity to senior team members
• Coordinate meetings and take meeting minutes
• Assist with other general data entry and record management duties
• Provide additional administrative support across departments
• Acts as coordinator for departmental tasks to ensure project deadlines are met.
• Serves as administrative liaison with others within and outside the company regarding administrative issues related to purchasing, facilities, and operations
• Support onboarding of new joiners into the team
• Plans meetings, presentations, events, etc. between departments and outside events
• Assist w/HR related administrative tasks

Skills on Resume: 

• Order Processing (Hard Skills)
• Invoice Generation (Hard Skills)
• Project Scheduling (Hard Skills)
• Report Preparation (Hard Skills)
• Minute Taking (Hard Skills)
• Cross-departmental Coordination (Soft Skills)
• Organizational Communication (Soft Skills)
• Event Planning (Soft Skills)

Job Summary: 

• Perform administrative tasks for investment professionals enrolled in AP’s Virtual Administrative Services Program (VAS), including assisting in keeping the AP queues up-to-date, entering NAFs, opening accounts, updating accounts, filling out paperwork, answering VAS e-mails, bettering business and communicating with vendors
• Assist investment professionals in the navigation of AP’s internal and external processes
• Provide support in the preparation for client meetings for investment professionals enrolled in the VAS program
• Act as the subject matter expert on all business processes, as well as all Web services platforms
• Conduct on-demand and scheduled training sessions via webinar for new and existing investment professionals and administrative assistants on a multitude of AP platforms
• Actively call investment professionals to follow up on comprehension of new system updates, including the concierge advisors
• Conduct routine surveys to seek feedback and continuously improve the training process
• Solicit and log all requests for technology or process enhancements

Skills on Resume: 

• Data Entry (Hard Skills)
• Email Management (Hard Skills)
• Web Services Proficiency (Hard Skills)
• Training Delivery (Hard Skills)
• Process Improvement (Soft Skills)
• Stakeholder Communication (Soft Skills)
• Feedback Collection (Soft Skills)
• Subject Matter Expertise (Soft Skills)