Administrative Assistant

Pay rate range: $23 - $33/hr DOE

Essential Duties and Responsibilities:

• 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.

• Triage requests for faculty time

• 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 event within budget

• Responsible for logistics of conferences, seminars and other events

• 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

• The Administrative Associate will work closely with our investigators to produce and submit research proposals. He/she will also be responsible for preparing materials for conferences, seminars and other events as well as courses

• Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies

• Support several faculty in scheduling meetings, events and travel

• Create complex reports and spreadsheets which may utilize specialized software and systems.

• May be required in support of research proposals

• 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

• The Administrative Associate will submit financial transactions, which will include buying/paying and complex travel reimbursements

• 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

Minimum Qualifications and Experience:

• High school diploma and four years of administrative experience, or combination of education and relevant experience

• 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