"Administrative Assistant 2"

Job Summary

Administrative support to the Associate Dean of Research. Performing duties of a complex and confidential nature including but not limited to visitor reception, telephone coverage, correspondence, documentation preparation, complex travel, coordinating with internal and external departments for meetings, assisting with appointments, expense reimbursement, accounting, filing, various project assistance, and other duties as assigned.

Responsibilities

The duties include, but are not limited to:

• ADMINISTRATIVE SUPPORT: Provide advanced administrative support to the Associate Dean of Research; manage calendar, emails, meeting schedules, document preparation.
• MAINTAIN RECORDS: Maintain research records for grants for the associate dean. Maintain digital files in Box. Provide the associate dean support for his potential and new grant awards and his current awards.
• PREPARE REPORTS: Prepare reports, including budget, for the Research Office, serve as liaison to researchers for faculty and staff questions and issues for the associate dean. Maintain confidential records and ensure proper documentation practices.
• SUPPLIES, INVENTORY, AND RECONCILIATION: Order office supplies, monitor inventory, and track project timelines and deliverable. Reconcile and maintain financial records for research office accounts. To include documentation and tracking of expenses.
• DEPARTMENTAL LIAISON: Liaise for internal departments and external vendors to support operational needs of the research office. Coordinate complex travel arrangements and process for reimbursements timely while following institutional guidelines for travel.
• RESEARCH SUPPORT: Support research office projects as needed including but not limited to scheduling, data reporting, and taking minutes at meetings. Conduct annual equipment inspections and maintain documentation for compliance and reporting.
• OTHER: Perform all other duties as assigned.

Required Qualifications

Associate's degree from an accredited college or university in a related field and a minimum of four years of progressively responsible experience in administrative support positions.

OR

High school diploma, GED, or equivalent from a recognized state or federal accrediting organization and seven years of progressively responsible experience in administrative support positions.

Preferred Qualifications

Preferred Education: Bachelor's degree from an accredited college or university is preferred.

Preferred Experience: Experience with database software. Additional related experience.

Knowledge, Skills, & Abilities

KNOWLEDGE
Proficient computer skills in Word, Excel, Outlook, Adobe Acrobat, PowerPoint, and PeopleSoft
Proficient knowledge of bank account reconciliation
Professional dress and demeanor required
Working knowledge of the policies and procedures

SKILLS
Excellent interpersonal, written, and verbal communication skills

ABILITIES
Ability to maintain confidentiality
Ability to interact with a wide range of people including faculty, students, residents, deans, staff across university, as well as external callers and visitors.
Ability to multitask and handle a heavy workload
Ability to proofread with a high-level accuracy
Ability to accurately compose, format, edit correspondence and documents
Ability to quickly learn software