Administrative Assistant- Biomedical Sciences Microbial Infection and Immunity

Job Description:

Provides comprehensive administrative support to Department Administrator and Department Chair; provides administrative support to Vice Chair for Professional Development and Vice Chair for Translational Research; coordinates appointment calendars of assigned administrator or faculty leaders; coordinates and monitors daily administrative and business activities & services in collaboration with Department Administrator; implements, evaluates and modifies administrative policies & procedures; assists with identifying and resolving operational concerns and ensures appropriate actions are taken; reviews, screens and triages correspondence, inquiries and concerns to appropriate individual to further investigate and resolve; provides technical and administrative guidance; researches, collects and compiles information as requested to develop complex departmental reports, aids departmental leadership in strategic planning process, and for decision making purposes; prepares reports, tables, and slides for presentations; conveys directives from department leadership; serves as a liaison with university offices, faculty, staff and outside agencies.

Acts as departments primary travel and procurement initiator; serves as department procurement card manager; coordinates and organizes logistics for meetings, conferences, workshops and other special events; serves as lead coordinator for inter-unit seminar series that includes 400+ participants, with four participating departments/Colleges, with CME credits administratively; prepares and distributes agendas; records, transcribes and distributes meeting minutes; coordinates and makes travel and lodging arrangements; collects, prepares and processes requests for reimbursement of expenses; ensures adherence to departmental customer service standards; ensures work assignments are performed in an efficient & timely manner.

Provides administrative support to Appointments, Promotion, and Tenure Committee and Faculty Development Steering Committee; assists faculty with dossier creation; coordinates and assists faculty with promotion and tenure processes; maintains P&T records; provides administrative support to Faculty Search Committee; coordinates faculty recruitment visits.

Minimum Education and Experience Requirements:

High School diploma or GED. Certification or vocational training may be required. Associate degree in relevant field may be preferred. 2 years of relevant experience required. 4-6 years of relevant experience preferred.

Function: Business Planning and Operations

Subfunction: Administrative Assistance

Band: Individual Contributor Technical

Level: T3