Administrative Assistants

Close Date

Close Date 05/03/2026

Priority Review Date (Note - Posting may close at any time)

This position provides advanced administrative and operational support for the Chemistry Department, ensuring efficient coordination of personnel processes, operations that support research in the Department, and programmatic activities. This role manages complex administrative functions including Mytime reporting, space and service agreement administration, faculty recruitment logistics, event coordination, compliance support, and database management. The position serves as a key liaison between faculty, staff, external partners, and institutional offices, supporting both day-to-day operations and strategic initiatives.

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The department may choose to hire at any of the below job levels and associated pay rates based on their business need and budget.

Duties:

• Process and manage staff timecard entries, ensuring accuracy and compliance with institutional policies.
• Coordinate space rentals within Chemistry Department facilities, including scheduling, documentation, and client communication.
• Administer and track service agreements related education and research operations.
• Conduct space surveys and support administrative audits to maintain compliance and reporting accuracy.
• Organize faculty candidate travel and interview schedules, ensuring seamless coordination across stakeholders.
• Support planning and execution of special events, including graduate student recruitment events and weekend programming.
• Maintain and update databases related to external engagement and program activities.
• Provide operational and facility support, including addressing safety concerns and liaising with facilities management.
• Manage event calendars, room reservations, and signage for facility and departmental activities.

Perform a variety of administrative support duties for an individual, group, or department to ensure office operations run smoothly and efficiently. Create and maintain files, compile reports, and manage, store, and disseminate information, ensuring security and compliance of information. Assist in planning department activities, manage meeting calendars, and make travel arrangements. Track expenses, monitor and order supplies, and schedule maintenance repairs.

Remain knowledgeable of group / department policies. May make contacts of a sensitive, complex, and confidential nature. May work for one or several department professionals, division heads, officers, or managers. Completes assignments with little supervision. May assist less-experienced team members.

Requires 3+ years of related experience.

This is a Skilled Level position in the Support track.

Job Code: S22733

Grade: S16

Department may hire employee at one of the following job levels:

Requires little to no related experience.

Requires at least 1 year of related experience.

Requires 3+ years of related experience.

Requires 5+ years of related experience.

Preference for 3+ years of experience.

These responsibilities require a high level of accuracy and attention to detail, particularly in serving as the backup for timecards. The role also requires additional training and security clearance, as well as preparation for the programmatic, operational, and infrastructure‑support functions assigned to this position. An additional responsibility, especially relevant for faculty candidates, includes managing reimbursements for visiting candidates and for departmental faculty who incur expenses throughout the recruitment and interview process.

The position encompasses several duties typically associated with an Admin I or Admin II, including travel coordination, ePR processing, and…