Executive Assistant

Administrative Coordinator

The central focus for the Department of Neurobiology is to understand the molecular, cellular, circuit and computational principles of the nervous system, and mechanisms by which its functioning is disrupted by brain diseases, injury, and mental illness. Our research is uncovering fundamental principles of the nervous system--how brain circuits give rise to behavior and thought, how the nervous system develops across the lifetime, and how brain function is disrupted by neurological disease and mental illness.

The job provides confidential and high-level office and location support activities by acting as a lead and coordinating the work of others. Identifies, enhances, and applies specific processes and procedures to maximize the efficiencies of the University to which the support is being provided. May ensure the correct functioning of facilities, office and/or business support services.

• Serve as a first-line resource and point of contact for visitors; triage emails and telephone calls for action.
• Assist in the planning and execution of faculty recruitment and promotions.
• Assist in office operations and department activities including social events.
• Process reimbursements for faculty and students.
• Make travel arrangements for faculty as needed.
• Maintain the departmental website.
• Procure office supplies for the office (and labs as needed) and initiate payments to vendors.
• Be able to resolve routine and complex inquiries, maintain discretion and confidentiality on sensitive materials handled by supervisor and other parties.
• Assist in the planning and execution of postdoc recruitment.
• Assist with the planning and execution of faculty retreat.
• Coordinate visits of speakers and scientific meetings; be the initial contact and coordinate logistics including meeting schedule.
• Schedules meetings and maintains the Chair's calendar.
• Provides office management through:
  Conference Room management;
  Ensure all office materials are stocked;
  Coordinates access and maintains key inventory for current and new personnel.
• Provides event planning organization:
  Order and set up catering;
  Travel organization for guests;
  Room reservations;
  Create travel dossiers and on-campus itineraries;
  Provide coordination on day of event;
  Reimbursement and bill pay.
• Provides confidential and high-level administrative support for a leader. Stays informed of activities relating to University programs and initiatives, apprising the leader of issues when deemed necessary. Coordinates information flow from leader's office to University. May staff Board of Directors meetings. Relieves leaders of administrative responsibilities.
• Initiates correspondence and other written materials under own signature or for signature of the leader. Triages emails and telephone calls for action. Resolves routine and complex inquiries. May act as liaison to Board of Directors.
• Prepare special reports and summaries, assists in managing daily operation of the office, and may assist in developing administrative goals and policies. Maintains the leader's calendar, exercising considerable discretion and judgment as to priorities and effective use of the leader's time.
• Performs other related work as needed.

Education:

Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree).

Work Experience:

Minimum requirements include knowledge and skills developed through 7+ years of work experience in a related job discipline.

Certifications:

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• Familiarity with central administration within a complex research university environment.
• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Ability to handle public contacts with courtesy, clarity, and diplomacy.
• Ability to handle sensitive and confidential situations and information with absolute discretion.
• Ability to maintain calm and courteous demeanor and to work productively despite heavy workload, competing priorities, complex problems, and tight deadlines.
• Excellent problem-solving skills…