"Administrative Associate 2"

The Department of Neurobiology in the School of Medicine is seeking a highly qualified, enthusiastic, and motivated Research Administrative Associate (Administrative Associate 2) to provide support for 3 faculty members with limited supervision. The Research Administrative Associate will also provide backup support for central administration services as needed. Specific faculty support responsibilities include but are not limited to: preparing grant proposals, preparing presentation materials in a variety of formats, coordinating the application process for department postdoctoral fellowships, coordinating hires, managing financial system for purchases and reimbursements and maintaining laboratory supplies and equipment. This position will also act as receptionist for the department ensuring mail is sorted, packages are signed for and delivered, and all shared spaces are presentable. The Research Administrative Associate will backup other administrative colleagues and their responsibilities in the department as needed.

We are searching for candidates who enjoy a friendly, collaborative work environment with diverse responsibilities and problems to solve. This is a busy position at times requiring a high level of professionalism, productivity, accuracy, organization, multi-tasking, flexibility, independence, sound judgment, and decision-making. An ideal candidate would be a dependable self-starter and exhibit excellent time management skills, communication skills (both oral and written), the ability to set priorities, extreme attention to detail with follow-through, tact, sensitivity to confidential information, positive attitude, and a passion for working with and supporting students.

This is a 100% on-site position, Monday-Friday during core business hours.

Duties include:

• Respond to inquiries, and determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures.
• Perform duties associated with scheduling, organizing, and operating conferences, seminars, and events, including recommending vendors for services, overseeing the production and distribution of materials, coordinating logistics, and serving as liaison with internal and external vendors.
• Draft and/or generate routine communications; coordinate production (formatting, copying, etc.) and dissemination of documents, such as presentations, course handouts, grant proposals, conference and seminar materials, complex reports, brochures, and displays.
• Plan and schedule calendar(s) based on consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
• Process and monitor routine financial transactions, which may include researching and resolving discrepancies.
• Maintain office supplies and equipment; obtain vendor quotations, as needed. Coordinate office moves.
• May serve as the point of contact for general maintenance, health and safety, and other facility concerns within the unit(s); report any incidents or potential safety problems to appropriate representatives. Track completion of required training.
• Maintain approved content on websites.
• May perform human resources transactional support, e.g., time cards, I9s, and/or faculty affairs support.
• May guide and train student and/or contingent workers including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, and reviewing work for quality and timeliness.

* - Other duties may also be assigned

The expected pay range for this position is $31.97 to $38.40 per hour.

DESIRED QUALIFICATIONS:

• Computer-literate with a PC computer. Experience with Microsoft/Windows operating systems, familiarity with Microsoft Word, Microsoft Excel, Adobe Acrobat, and experienced in the use of either Internet Explorer or Mozilla Firefox browser. Working knowledge of email client software such as Microsoft Outlook.
• Ability to work with strict deadlines
• Ability to work independently and prioritize activities after receiving general guidance
• Accuracy in grammar and spelling very important.
• Experience maintaining websites desirable
• Knowledge of scheduling systems especially in an Academic setting highly desirable

EDUCATION & EXPERIENCE (REQUIRED):

High school diploma and three years of administrative experience, or combination of education and relevant experience.

KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED):

• Proficient computer skills and demonstrated experience with office software and email applications.
• Demonstrated success in following through and completing routine tasks.
• Strong organizational skills and attention to detail.
• Strong verbal and written communication skills.
• Excellent customer service and interpersonal skills.
• Ability to prioritize and multi-task.

CERTIFICATIONS & LICENSES: None

PHYSICAL REQUIREMENTS*:

• Constantly perform desk-based computer tasks.
• Frequently sitting.
• Occasionally stand/walk, reach/work above shoulders, grasp lightly/fine manipulation, grasp forcefully, use a telephone, sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 10 pounds.
• Rarely twist/bend/stoop/squat, kneel/crawl.

WORKING CONDITIONS: On-site

Additional Information

• Schedule: Full-time
• Job Code: 4097
• Employee Status: Regular
• Grade: E
• Requisition ID: 108170
• Work Arrangement: On Site