Executive Secretary II

Position Summary

The Executive Secretary II will serve the College of Natural Science in the support role for the chair of the Department of Biochemistry and Molecular Biology, will carry out administrative tasks in support of the unit’s missions and activities, and serve as point of contact for trainees, faculty, administrators, executives, donors, alumni, and the public, representing the chair and the department with a high level of professionalism.

This position will support the College of Natural Science in the Biochemistry and Molecular Biology Department.

This is an in-person administrative position to support the daily duties and for consistent departmental operations.

• Provide administrative support to the chair
• Collaborate with other administrative staff to support the department’s missions and activities
• Manage the chair’s scheduling and appointments, including meetings and events on and off campus
• Assist with preparing and editing correspondence, documents, itineraries, presentations and briefs
• Initiate and oversee routing of signatory process for various documents and actions
• General office reception, including answering phones and responding to inquiries
• Arrange domestic and international travel for the chair and visitors, candidates for positions, departmental guests, recruits
• Process Fed Ex and other mailings, sort daily mail and package delivery
• Process travel reimbursements, set up vendors and issue vendor payments
• Maintain organized data and file systems
• Manage keys/access distribution and records
• Gather, screen and relay sensitive information received from university executives, faculty, staff, visitors while maintaining strict confidentiality
• Assist with budget expenditures, process transactions, prepare quarterly invoices, monthly reports, budget reallocations, cost redistributions, disbursement vouchers, billings (ACA fees, posters, other activities)
• Process and oversee P-card orders and reconciliation process
• Initiate and follow through the procedures associated with posting positions and hiring various employee groups (student, temp/on-call, staff, faculty/academic staff)
• Oversee student recruitment and training programs, which includes hiring, issuing stipends
• Process bi-weekly payroll time entry, monitor payroll accounts, maintain payroll records, and process related cost redistributions with timeliness, accuracy and efficiency
• Assist with seminar series, speaker arrangements, schedules
• Assist with departmental events, coordinate with venue, organize activities
• Other administrative duties as assigned

• Communication:excellent written and verbal communication; communicates clearly and credibly in both verbal and written forms with diverse audiences, with utmost confidentiality in all matters; ability to draft professional correspondence on behalf of executives with excellent communication skills
• Organization: strong ability to carry out all tasks with a high level of accuracy, attention to detail, timeliness, and efficiency; manage and track multiple new and ongoing tasks and processes in various stages of completion, follow-through from start to finish; proactively anticipate and initiate processes and procedures when appropriate; manage time appropriately, and with competing priorities, complex calendars and high-volume workflows;
  
  ability to anticipate executive needs and act proactively with minimal direction; meets deadlines
• Problem-solving: ability to identify issues, exercise diplomacy and sound judgment in decision making and sensitive situations, resolve administrative challenges proactively
• Advanced knowledge of office administration practices, procedures, and professional standards
• Knowledge of organizational…