Office Administrator

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Job Title : Office Administrator

Department : Arts and Sciences Physics Administration

The Administrative Assistant will provide administrative assistant support to the Institute for Optical Science (IOS) and also support the outreach programming related to Pierre Agostini, professor emeritus of physics, for winning the 2023 Nobel Prize in Physics.

The IOS administrative job duties include, assisting with purchasing and travel submissions, monitoring the purchasing and travel transactions, marketing and communications of events and programs, event planning, website management, IT / Admin support for hybrid events (an in-person event with a virtual option for attendees), VISA requests, financial tasks, and other related duties as assigned.

Noble Laureate Professor Pierre Agostini will give numerous public lectures and attends heavily publicized events and conferences.

He requires administrative support which includes calendar and appointment management, meeting and event coordination, professional correspondences, organizing and disseminating information, travel arrangements, and record keeping related to these activities.

Overall, the individual in this role will have the following responsibilities :

• Provides administrative support for academic and research functions of Pierre Agostini and the Institute for Optical Science.
• Serves to provide a high level of programmatic development and support for Pierre Agostini and for the Institute for Optical Science;
• Resolves fiscal issues for faculty and senior staff;
• Manages issues regarding grant management and anticipates personnel funding needs;
• Manages seminars, special events, and group meetings and the coordination and scheduling of invited talks, travel requests, seminars, programs, and other events;
• Assists in the design, preparation and distribution of related program materials, brochures, newsletters, and correspondence;
• Marketing and communication for Events and Programs (Seminars, Classes, Site Visits, Tours, Guest Visits, and Workshops);

IT and Admin support for Hybrid Seminars, Webinars, Site Visits, Guest Visits, and Workshops.

• Manages, approves, and submits spend authorizations;
• Manages, approves, and submits purchases made with University and federal funds;
• Strong ability to work with highly qualified faculty and staff in a culturally diverse environment;
• Monitors current operating and research spending and budgets to ensure that overall fiscal compliance and individual projects are within budget;
• Assists with HR requests and processes a variety of complex financial analysis;
• Communicates utilizing high-tech software;
• Submits and monitors Visa requests.

The Administrative Assistant will report to the Institute for Optical Science Office Manager for direction and tasks to support the operations of the Institute for Optical Science.

Function : Business Planning and Operations

Subfunction : Administrative Assistant

Career Level : T3

Additional Information :

Qualifications Required :

High School diploma or GED. A minimum of Two (2) years relevant experience in customer service or communications and business office management including researching, analyzing & interpreting information, 3 months experience (300 hours course work) in and budgeting.

Qualifications Desired :

Bachelor's Degree with a Major in business administration or accounting.

Demonstrated relevant experience in administrative project management and grants experience highly desired. Knowledge of University policies and procedures.

0-2 years of relevant experience preferred.

Additional Note :

Although this is a regular position the employment with IOS may end in 3 years. There is a possibility of extension based on performance and availability on continued unit budget.

Location : Physics Research Building (0070)

Position Type : Regular

Scheduled Hours : 40

Shift : First Shift

Final candidates are subject to successful completion of a background check. A drug screen or physical may be required during the post offer process.

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