"Senior Administrative Assistant Neuroscience/Physiology"

Overview

This position reports to the Integrated Neuroscience and Physiology Business Office and requires the ability to exercise judgement and initiative, to demonstrate strong attention to detail while multitasking in a fast-paced research environment. This position is located in 100 College Street in support of an assigned group of faculty.

This position will be focused on several tasks for their assigned faculty including:

• General administrative support (including mail distribution, order of supplies, answering phones and triaging requests for information).
• Pre-award grant support (preparing grant / contract applications, composing, and editing documents (e.g., biosketches, CV’s, other support documentation) reviewing and regulatory guidelines and ensuring all application guidelines and deadlines are met).
• Classroom, meeting and seminar management (communication of invited speakers, setting up venue and ensuring delivery of catering, if applicable).
• Travel arrangements (organizing the specifics of itineraries, travel arrangements, and/or accommodations; provide extensive meeting coordination, follow-up, tracking, and managing agendas, reimbursements).

This position is Hybrid with 3 in person/onsite days scheduled per week.

The Senior Administrative Assistant provides essential administrative support across various departments and disciplines, ensuring smooth operations and efficient workflow. Responsibilities include maintaining complex calendars, coordinating travel, organizing events, managing financial transactions, and supporting faculty and staff with administrative tasks. The role demands high-level organizational, communication, and customer service skills to interact effectively with internal and external stakeholders. The Assistant must handle sensitive information with discretion and maintain a professional demeanor at all times.

Required Skills and Abilities

1. Proven ability in an administrative support position. Excellent computer skills including intermediate to advance proficiency in Work and Excel. Ability to quickly transition to new software and computer systems.
2. Accuracy and attention to detail and excellent proofreading skills.
3. Excellent interpersonal skills. Excellent written and oral skills. Excellent attendance and punctuality records.
4. Ability to plan, organize, and manage a large volume of work in a complex, fast-paced environment. Works well under pressure. Ability to prioritize, multitask, and effectively manage multiple deadlines.
5. Excellent time management skills. High level of organization. Demonstrated thoroughness and follow-through in execution of tasks.

Preferred Skills and Abilities

1. Prior experience with grant applications.
2. Prior experience in coordinating travel, meetings and conferences.
3. Prior experience working with faculty.
4. Demonstrated experience with expense reports.

Principal Responsibilities

1. Oversees and coordinates administrative, program, and office activities. Establishes, selects, implements, and coordinates office procedures and systems. Serves as principal source of information to students, staff, and faculty on policies, procedures, programs, and office activities.
2. Oversees, instructs, and coordinates activities of support staff. Oversees the preparation of materials for grants, contracts and budgets. Monitors expenditures and reconciles financial statements.
3. Provides editorial support for a journal/publication. Proofreads and edits material for grammatical and factual accuracy. Tracks copy through various editing and production stages. Communicates with authors, printers, and others concerned with published work.
4. Determines administrative, facility, and equipment needs for symposia, lectures, seminars, and conferences. Assembles and arranges for necessary items. Determines sources of data. Compiles, synthesizes and manipulates data. Summarizes findings and writes reports or portions of reports.
5. GREETS visitors. Answers and screens telephone calls. Assesses nature of business. Responds to requests for information and provides assistance. Screens and responds to mail.
6. Formats, keyboard, proofread, and edits correspondence, reports, manuscripts, grants, and other material. Assembles attachments and corresponding material. Reviews outgoing material for completeness, dates, and signatures. Composes substantive correspondence and written material.
7. Coordinates travel arrangements. Schedules and coordinates meetings and appointments. Orders and maintains inventory of supplies. Takes minutes or dictation. Performs additional functions incidental to office activities.

Required Education and Experience

Six years of related work experience, four of them in the same job family at the next lower level, and high school level education; or four years of related work experience and an Associate's degree; or little or no work experience and a Bachelor's degree in a related field; or an equivalent combination of experience and education.