Administrative Assistant

We have an exciting opportunity to join our team as a Administrative Assistant.

In this role, the successful candidate will be responsible for providing a wide variety of administrative support (coordinates and maintains calendars, creates and maintains various reports and databases, prepares and processes travel and expense reports, arranges weekly conference calls, answers office phones, sorts mail, fax, process invoices, filing, etc.

and other related administrative duties for an organizational unit or a department. Exercises independent judgment in the resolution of administrative concerns and issues.

May provide guidance to the work of support staff as needed. Works under general direction.

Job Responsibilities :

• Administrative and clerical support to the Chair : Organize travel logistics, arrangements and itineraries as needed. Make complex scheduling arrangements involving multiple parties and conferences under minimal direction.
• Administrative Support to the department : - Provides administrative support for an organizational unit or a department to maintain and improve the workflow level and efficiency.
• Clerical Support - Performs general clerical duties (photocopy, fax, mails, and files, ect.) as needed. May order office supplies and organize department supply room.
• Procurement : Coordinates management and processing of procurement and accounts payable and related transactions and correspondence, including coordination with Financial Help Desk support for all PIs of the Center
• Reception / Public Contact - Provides back up support for reception as needed. Meets and greets clients, resolves non-routine situations based on established policies and procedures and refers non solved issues and questions to the appropriate party.
• Scheduling / Coordinating - Manages calendar, makes complex scheduling arrangements involving multiple parties and conferences under minimum direction.

Setup and coordinate meetings and conferences, cancel meetings based on knowledge of the subject and attendees. Recognizes and identifies information that can be disseminated and to whom, assists with special events planning.

May organize travel logistic arrangements and itineraries as needed.

Word Processing / Typing - independently respond to and compose correspondence. Types and proofreads memos and reports.

Maintains and disseminates committee minutes; develops documents for presentation or meeting.

Performs other duties and projects as assigned including providing back-up support for other administrative staff when they are out of the office.

Additional Position Specific Responsibilities :

none

Minimum Qualifications :

To qualify you must have a Associate's degree in a related field. Minimum of three years of related experience in an administrative support role or the equivalent combination of education and experience.

Computer Skills - Proficient in the use of Microsoft Office Word, Excel, and Access. Ability to develop moderately sophisticated spreadsheets;

set up routine computer procedures; resolve simple software / hardware problems. Ability to access e-mail, electronic calendars, and other basic office support software.

Effective oral, written, communication, interpersonal and customer service skills. Ability to proofread documents and write clear, concise first draft.

Ability to type at a speed of at least 50 net words per minute.Ability to multi-task while paying attention to detail.Ability to exercise administrative judgment and assumes responsibility for decisions, consequences, and results.

Preferred Qualifications :

BA or BS preferred

Qualified candidates must be able to effectively communicate with all levels of the organization.