Under the general direction of the Executive Administrators of the Department of Microbiology and the Department of Molecular Genetics and Cell Biology, the Administrative Assistant will provide consistent high-level administrative support by handling requests promptly and effectively when performing administrative functions such as scheduling meetings, arranging conference calls, preparing correspondence, and receiving visitors.
Works collectively with other administrative staff in providing backup and assistance as needed.
Perform high-level administrative duties that support the day-to-day operations of the Department of Microbiology and the Department of Molecular Genetics and Cell Biology.
Make travel arrangements.
Submit and reconcile expense reports and purchase orders.
Process checks and wire transfers, research outstanding date checks.
Help facilitate department events/training as needed.
Order office supplies and maintain inventory.
Coordinate 2-3 annual symposia and a holiday party sponsored by department.
Maintain the department website.
Process receipts/payments for seminars, journal clubs, and faculty recruitment.
Process Core (centralized shared research facility) invoices.
Provides administrative support for a leader. Stays informed of activities relating to programs and initiatives, apprising the leader of issues when deemed necessary. Coordinates information flow from leader's office.
Triages emails and telephone calls for action. Resolves mostly routine and some complex inquiries.
Prepare special reports and summaries, assists in managing daily operation of the office, and may assist in developing administrative goals and policies.
Coordinates special projects as directed by the leader. Prepares write ups for recommendations for operational and administrative problems. Prepares financial and/or administrative reports.
Performs other related work as needed.
Strong communication and customer service skills via phone, e-mail, and in-person.
Ability to exercise discretion and confidentiality with sensitive information.
Ability to prioritize work among competing deadlines.
Detail-oriented and comfortable working in a fast-paced office environment.
Intermediate skills using Microsoft Office (Word, Excel) and Adobe Acrobat Pro.
Cover Letter (required)
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