Administrative Assistant II

Administrative Assistant II

Job no : 532191

532191

Work type : Staff Full-Time

Staff Full-Time

Location : Palm Beach

Palm Beach

Categories :

Office / Administrative / Fiscal Support, Veteran's Preference Eligible

Department :

37020000 - SR-SUPPORT UNITS

Classification Title :

Administrative Assistant II

Job Description

• Administer scheduling and appointments for PI(s), which includes the coordination of meetings spanning various locations and time zones.
• Arrange regular laboratory meetings.
• Plan travel logistics for PI(s) and lab personal attending scientific conferences, both domestically and internationally, and initiate the reimbursement process.
• Collaborate on event coordination and special administrative projects, including faculty recruitment, departmental seminar series, institutional seminars.
• Oversee fiscal and human resources duties for the Principal Investigators (PIs) and their associated laboratories. This entails processing reimbursements and invoices, as well as budget monitoring and processing revisions.
• Aide in the recruitment and onboarding of new employees by working closely with the HR department and, when necessary, liaising with the International Office for visa-related concerns.
• Assist with the operation of laboratory functions, encompassing activities such as procurement, payroll coordination, IT service management, facility upkeep, and the facilitation of biosafety training.
• Update or contribute to the development of websites as needed.
• Liaise with pre-award department to collect and organize information for grant proposals or reports.
• Manage logistical arrangements for guest speakers and events, overseeing travel coordination and securing catering, conference room bookings.
• Support the recruitment and onboarding of new personnel, including the planning of travel and accommodations as necessary.
• Other duties as assigned.

Expected Salary :

Commensurate with experience.

Minimum Requirements :

High school diploma or equivalent and four years of relevant experience.

Preferred Qualifications :

• High level administrative support experience.
• Excellent verbal and written communication skills.

Special Instructions to Applicants :

In order to be considered, you must upload your cover letter and resume.

Please provide names and email addresses of three to five references as part of the application process. When ready, the hiring department will contact the listed references via email requesting their reference letters to be uploaded directly to the application website.

This position is eligible for veteran’s preference. If you are claiming veteran’s preference, please upload a copy of your DD 214 Member Copy 4 with your application for consideration.

This position is open until filled.

Health Assessment Required :

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