Administrative Assistant 3 - Institute of Brain, Behavior and Immunology

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Office Administrative Assistant to serve as the Assistant to the Director for the Institute of Brain, Behavior and Immunology (IBBI) which performs research on the communication between the mind and the central nervous and immune systems; coordinates and manages daily administrative functions of the director’s office; identifies and resolves administrative and operational problems; collects and compiles data and information as requested to develop complex institute reports;

maintains a high level of discretion in the handling of confidential matters; assesses inquiries and concerns directed to the office, determines course of action and delegates to the appropriate person to manage; tracks and maintains records of internal and external IBBI commitments, projects, achievements and milestones; coordinates marketing and communication functions for research institute; coordinates, plans, and oversees all aspects of institute special events, symposiums, conferences, outreach events, faculty recruitment, and institute member meetings;

manages 5 story-building: access, concerns, and related communications.

Coordinates and manages daily administrative functions of the Director’s Office;manages the Director’s calendar and coordinates competing priorities, appointments, and scheduling requests; identifies and resolves administrative and operational problems; researches and summarizes information to aid the Director in decision-making and strategic planning activities;supports strategic initiatives by monitoring progress, deadlines, and deliverables; maintains a high level of discretion in handling confidential matters; coordinates and screens information, correspondence, and mail received by the Director;

independently responds to routine correspondence; collects and compiles data and information, as requested, to develop complex institute reports; follows up regarding information, documents, or responses required by the Director; provides guidance to the Director and IBBI faculty on pertinent issues; assesses inquiries and concerns directed to the office, determines the appropriate course of action, and delegates matters to the appropriate person;develops

and maintains administrative processes, procedures, templates, and tracking systems;maintains institute records, shared files, contact lists, and distribution lists; tracks and maintains records of internal and external IBBI commitments, projects, achievements, and milestones; coordinates and schedules high-level meetings; records, transcribes, and distributes meeting minutes; prepares and distributes written and electronic correspondence, including reports and agendas; completes special projects and other duties as assigned.

Coordinates, plans, and oversees all aspects of institute special events, symposia, conferences, outreach events, faculty recruitment, institute member meetings,and recurring institute programming, seminars, and research events; plans and coordinates event logistics, including registration, venues, catering, audiovisual equipment, presentation materials, and evaluations;maintains event registration, attendance, abstract-submission, and evaluation records;develops detailed schedules and itineraries for multi-day institute-guest visits;coordinates institute-guest meetings with faculty, staff, and trainees across IBBI and collaborating departments;coordinates

seminars, chalk talks, trainee lunches, meals, and other activities associated with institute-guest visits;solicits and tracks faculty and trainee…