Administrative Assistant - Open Rank

Administrative Assistant

Under the general supervision of the Manager / Department Head or designee, the Administrative Assistant performs diversified and complex administrative duties.

This is an open-rank posting (there are 3 levels of Admin Assistant) - candidates will be hired into the level commensurate with their experience.

Our department embodies the convergence of Computational Biology, Evolutionary Biology, and Genomics. We are committed to advancing our understanding of biological complexity through cutting-edge computational methods, evolutionary theory, and genomic technologies.

Responsibilities

Essential Functions :

Admin Assistant I :

• Prepare and / or update correspondence, memoranda, agendas, handouts, website updates, and reports, etc.
• Type, edit, and proofread material
• Respond to routine questions and answer routine correspondence
• Greet visitors; ascertains their need and provide information
• Maintain calendar(s)
• Perform data entry and generate reports
• Audit data entry
• Arrange travel logistics and coordinate schedules. Completes travel advance and authorization forms.
• Maintain travel records
• Schedule or arrange for conferences, meetings, interviews, appointments, retreats, events, or similar activities
• Submit voucher forms with appropriate receipts and information for reimbursement
• Process and track documents such as invoices, payments and requisitions. Follow up on payments. Reallocate purchases when necessary
• Answer phones and screen calls. Take messages and relay information within scope of authority
• Review, sort, distribute, and file a variety of material. Identify priority items and route accordingly
• Order and maintain office and other department supplies
• Open, review, distribute incoming mail. Identify priority mail and route accordingly. Answer e-mails and respond to routine correspondence
• Perform other duties as required.

Admin Assistant II :

Duties noted above plus :

Admin Assistant III :

Duties noted above plus :

Qualifications

Required Qualifications :

Admin Assistant I :

Admin Assistant II :

Admin Assistant III :