Administrative Associate

Administrative Support Position

The Employer is seeking an individual to provide administrative or operational support with limited supervision. May be responsible for leading other administrative staff or subordinates.

Duties include:

• Act on behalf of the supervisor, department manager, or chair regarding establishing priorities and identifying and resolving problems that are administrative in nature.
• Oversee and/or perform duties associated with scheduling, organizing, and operating complex conferences, seminars, and events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing events within budget.
• Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports; perform substantial editing and fact checking. Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites.
• Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
• Create complex reports and spreadsheets which may utilize specialized software and systems.
• Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies. May assist with capital or special equipment requests and/or vendor selection.
• Coordinate and monitor routine maintenance services completion. Plan and coordinate office moves and/or minor renovation projects.
• May lead staff or supervise day-to-day work of student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance review input.
• Other duties may also be assigned and see attachment for more details.

Core Duties

• 30%: Act on behalf of the supervisor, department manager, or chair in regards to establishing priorities and identifying and resolving problems that are administrative in nature.
• Coordinate and prioritize daily operations for faculty and staff.
• Set up meetings, conference calls, and teaching sessions.
• Handle correspondence and delegate issues as necessary.
• Create travel itineraries and process reimbursements.
• 5%: Compose and draft documents and correspondence for presentations, grants, and reports; perform substantial editing and fact checking.
• Maintain and update CVs, NIH Biosketches, and other documentation.
• 35%: Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with policies.
• Schedule meetings across multiple time zones and manage last-minute changes.
• Ensure adherence to travel policies and maintain communication with the clinical team.
• 25%: Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies.
• Manage transactions for Purchase Card and Travel Card.
• Process reimbursements and maintain license renewals.
• 5%: May serve as the point of contact for general maintenance, health and safety, and other facility concerns within the unit(s).
• Act as liaison between staff and facilities.
• Ensure completion of required training for faculty.

Qualifications

Education & Experience (Required): High school diploma and four years of administrative experience, or combination of education and relevant experience.

Knowledge,

Skills and Abilities

(Required):

• Advanced computer skills and demonstrated experience with office software and email applications.
• Demonstrated success in following through and completing projects.
• Excellent organizational skills and attention to detail.
• Strong verbal and written communication skills.
• Excellent customer service and interpersonal skills.
• Ability to prioritize, multi-task, and assign work to others.
• Ability to take initiative and ownership of projects.
• Ability to routinely and independently exercise sound judgment in making decisions.

Physical Requirements:

• Constantly perform desk-based computer tasks.
• Frequently sitting.
• Occasionally stand/walk, reach/work above shoulders, grasp lightly/fine manipulation, grasp forcefully, use a telephone, sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 10 pounds.
• Rarely twist/bend/stoop/squat, kneel/crawl.