Administrative Assistant 2 - Molecular Medicine & Therapeutics

Job Description

• Functions as Administrative Assistant providing excellent customer service and support to the Department of Molecular Medicine and Therapeutics (MMT);
• Provides general administrative support to the Department Chair, Department Administrator, and faculty in managing and coordinating daily operations within MMT;
• Coordinates daily administrative activities, including answering inquiries, submitting facilities requests, and building access requests;
• Serves as the primary owner of MMTs website, digital accessibility compliance manager, department news, and social media presence, with cross-training provided to ensure continuity of operations.
• Will initiate requisitions and function as backup for managing the department Procurement Card;
• Coordinates, provides guidance, and initiates national and international travel and lodging arrangements for faculty and visitors;
• Collects receipts, prepares, processes, and tracks requests for reimbursement of expenses;
• Serves as the primary lead for logistics for special events (e.g., holiday parties) and the department retreat (planning, coordination, promotion, and execution); serves as designated back-up for recurring department meetings, including Works-In-Progress, Faculty Research Seminars, Faculty Meetings, and related activities, assuming lead responsibility when needed to ensure continuity of support.
• Actively participates in faculty recruitment; Coordinates critical aspects of faculty recruitment, including scheduling interviews, creating travel reservations, escorting candidates to in-person interviews on campus, and reconciling travel expenses;
• Drafts or forwards department wide electronic communications;
• Records, transcribes, and distributes meeting agendas and minutes;
• May assist with asset tracking and audits as needed;
• May assist with Promotion and Tenure (P&T) activities as needed;
• Supports the educational activities of the department as needed;
• May assist the Department Administrator with fiscal and human resources activities;
• Coordinates appointment calendars of assigned leadership as needed;
• Serves as a liaison with university offices, faculty, staff, and outside agencies.
• Performs other duties as assigned.

Desired Skills and Experience

• Strong customer service skills;
• Comfortable working across areas to obtain information to update website and collect information to develop news and social media postings.
• Familiarity with coordinating travel and complex travel itineraries;
• Close attention to detail with proven success in staying organized; and
• Experience with the Microsoft Office software suite.

Minimum Education Required

High School Diploma or GED. 1 year of relevant experience required. 2-4 years of relevant experience preferred.

Additional Education Desired

2-year college degree and/or equivalent education and experience.