Administrative Assistant - Open Rank

Overview

POSITION SUMMARY: 

Under the general supervision of the Manager/Department Head or designee, the Administrative Assistant performs diversified and complex administrative duties.

This is an open-rank posting (there are 3 levels of Admin Assistant) - candidates will be hired into the level commensurate with their experience.

Our department embodies the convergence of Computational Biology, Evolutionary Biology, and Genomics. We are committed to advancing our understanding of biological complexity through cutting-edge computational methods, evolutionary theory, and genomic technologies.

Responsibilities

ESSENTIAL FUNCTIONS:

Admin Assistant I:

• Prepare and/or update correspondence, memoranda, agendas, handouts, website updates, and reports, etc.
• Type, edit, and proofread material
• Respond to routine questions and answer routine correspondence
• Greet visitors; ascertains their need and provide information
• Maintain calendar(s)
• Perform data entry and generate reports
• Audit data entry
• Arrange travel logistics and coordinate schedules. Completes travel advance and authorization forms.
• Maintain travel records
• Schedule or arrange for conferences, meetings, interviews, appointments, retreats, events, or similar activities
• Submit voucher forms with appropriate receipts and information for reimbursement
• Process and track documents such as invoices, payments and requisitions. Follow up on payments.  Reallocate purchases when necessary
• Answer phones and screen calls. Take messages and relay information within scope of authority
• Review, sort, distribute, and file a variety of material. Identify priority items and route accordingly
• Order and maintain office and other department supplies
• Open, review, distribute incoming mail. Identify priority mail and route accordingly. Answer e-mails and respond to routine correspondence
• Perform other duties as required.

Admin Assistant II:

Duties noted above plus:

• Coordinate and perform complex, and varied administrative tasks requiring a high degree of independent action and the setting of priorities and procedures.
• Record, prepare, and distribute minutes
• Assist employees with onboarding, training, and answer operational questions within the scope of duties
• Assist with the processing of payroll, personnel action, and other human resource related forms
• Organize information into spreadsheet format from data collection. Generate reports in preparation for analysis and graphical display from spreadsheets and databases                                              
• Review expense reports. Submit voucher forms with appropriate receipts and information for reimbursement
• Answer phones and screen calls. Provide information independently and respond to complex questions                               
• Answer e-mails and respond to routine correspondence
• Assist in the collection of budget information and preparation of grant applications
• Adheres to office procedures related to grant submissions
• Assist in reconciling monthly receipts
• Maintain confidential research files.

Admin Assistant III:

Duties noted above plus:

• Participate in the planning and organization of the office in terms of staffing, establishing administrative policies and procedures and financial matters. Develop a comprehensive knowledge of administrative activities of the department and the Medical School                           
• Manage the daily operation of the office, schedules, organizes and delegates administrative assistant tasks, supervises office activities, resolves problems with medical, professional, and clerical staff
• Monitor and evaluate office procedures. Initiate and implement new procedures.  Develop, write, and revise office procedures and manuals                                
• Communicate confidential information to senior administration, internal operation departments, and external source
• Coordinate and perform high level, complex, and varied administrative tasks requiring independent action and the setting of priorities and procedures
• Draft, edit, and/or update correspondence, memoranda, grants, agendas, handouts, website updates, and reports, etc.       
• Process payroll, orders, requisitions, personnel action, and other payroll and human resource related forms. Maintain confidential files                                
• Provide administrative support for special projects. Assist in preparing data, reports, and follow-up on projects and reports
• Arrange travel logistics and coordinate schedules. Completes travel advance and authorization forms. Submit voucher forms with appropriate receipts and information for reimbursement                                           
• Assist the Department Head in budget preparation and reconciliation
• Complete journal entries and billing
• Review mail, highlight action or important items and attach relevant files or information for review. Respond to routine correspondence.  Draft responses to more complex correspondence                               
• Maintain office equipment and inventory of supplies, purchase materials, and prepare purchasing paperwork and contracts. Verify budget is not overspent
• Assist with the credentialing process              

Qualifications

REQUIRED QUALIFICATIONS:

Admin Assistant I:

• HS Diploma or equivalent
• 3-5 years of related experience
• Proficient in Microsoft Office products and software
• Possess the organizational, verbal, written and interpersonal skills necessary to interact effectively with all levels of personnel
• Ability to prioritize and problem solve
• Specialized secretarial training preferred

Admin Assistant II:

• Requirements noted for AA I plus:
• 5-7 years of related experience

Admin Assistant III:

• Requirements noted for AA I plus:
• 7-9 years of related experience
• 2-Year College Degree preferred.