JOB SUMMARY/ESSENTIAL JOB FUNCTIONS: The Administrative Associate 3 performs a wide range of complex administrative support and clerical duties in support of the Department of Pediatrics.

Responsibilities
Provides a wide range of complex office administration and support for assigned divisions while serving as principal contact and liaison with all University and external contacts for the division.
Develops departmental systems and procedures and communicate policies and procedures to staff.
Assist with the coordination of faculty recruitment, faculty certification and promotion processes.
Manages faculty calendars, including building/inputting on-call schedules using scheduling (Amion) software.
Coordinates division events, including conferences, seminars and departmental routine meetings.
Monitors budget including tracking account expenditures and assisting with monthly report generation.
Coordinates with PI to ensure accounts are approved and reconciled within University Policy.
Coordinates electronic reconciliation of monthly ledgers; investigates and alerts faculty of discrepancies; processes accounts payable/receivables including procurement card purchasing and reconciliation in line with University policy.
Assist with acquiring articles from journals, books and other material for faculty use in teaching.
Assist in arranging schedules and drafting itineraries for visitors, faculty candidates, speakers, and other special guest; prepares agenda and travel itineraries as needed.
Organizes and assists with special projects as directed by the Division Chief, faculty, and Department Administrators.
Performs other duties as assigned.