Administrative Assistant

Overview

Greets participants and their study partner in a busy research unit. Assists researchers setting up and starting study visits. Assists participants and their study partner with the completion of questionnaires. Schedules study visits and other study procedures in coordination with research assistants. Resolves scheduling conflicts. Provide administrative support to researchers. Answers and screens telephone calls. Provides assistance to caller or refers to appropriate individual. Reviews outgoing material for completeness, attachments, dates and signatures. Composes general correspondence and written material. Gathers, compiles and records data. Maintains excel spreadsheets. Maintains filing systems. Sorts screens and distributes mail, deliveries and faxes. Orders and maintains inventory of supplies. Performs additional functions incidental to office activities.

Required Skills and Abilities

1. Excellent interpersonal and communication skills. Ability to clearly communicate with individuals with cognitive impairment. Strong Computer skills including Word, Excel, PowerPoint and web-based applications.
2. Excellent attention to detail and accuracy.
3. Ability to plan, organize and manage a large volume of varied work in a complex, fast-paced environment. Ability to multi-task, prioritize, and work under pressure to meet deadlines. Ability to concentrate and perform with interruptions. Excellent time management skills
4. Ability to function effectively independently and as part of a team. Excellent customer service skills and a professional demeanor.
5. Proven excellent attendance and punctuality record.

Preferred Skills and Abilities

Bachelors degree and at least 5 years prior experience in an administrative support position.

Principal Responsibilities

1. Serves as source of information to students, staff, faculty, and clients on policies, procedures, and office activities.
2. Greets visitors. Answers and screens telephone calls. Assesses natures of business. Provides assistance or refers to appropriate individual. Schedules and coordinates meetings and appointments.
3. Receives and schedules client referrals. Resolves scheduling conflicts. Formats, keyboards, edits and proofreads correspondence, grants, manuscripts, reports, and other material. Assembles attachments and corresponding material.
4. Reviews outgoing material for completeness, attachments, dates, and signatures. Composes general correspondence and written material.
5. Gathers, compiles and records data. Creates reports and summarizes findings. Assembles and compiles material for grant, contract, and budget preparation.
6. Monitors expenditures and reconciles financial statements. Coordinates travel arrangements. Establishes and maintains filing systems. Sorts screens and distributes mail. Completes forms.
7. Orders and maintains inventory of supplies. Photocopies material. Oversees and instructs support staff. Performs additional functions incidental to office activities.
8. May perform other duties as assigned.

Required Education and Experience

Four years of related work experience, two of them in the same job family at the next lower level, and a high school level education; or two years of related work experience and an Associate's degree; or an equivalent combination of experience and education.