Administrative Assistant - Translational Molecular Pathology

JOB SPECIFIC COMPETENCIES

Administrative Function

1. Provides administrative/secretarial support to assigned faculty. 2. Prepare and coordinates travel itineraries for assigned faculty within the Concur System Database and ensures timely submissions for reimbursement expense reports. 3. Manages faculty calendars while appropriately communicating with faculty of any date and time conflicts, confirmation of completed requests, and meeting reminders. 4. Create and maintain CV’s, Other Support Page and NIH biosketch in appropriate institutional format using institutional software and other software as needed. Responsible for updating information, on a monthly basis, by the last day of each month for assigned faculty. 5. Arranges conferences according to department specifications, including booking rooms, catering and equipment for faculty and leadership, as needed. 6. Compose formal and informal correspondence and documents, creates, edits, and formats presentation, and compiles reports as needed.

Clerical Duties

1. Maintain inventory of office supplies, signages, business cards, and orders for the department. 2. Responsible for department office and coffee supplies; restock and orders. 3. Processes mail run twice daily. May be requested to deliver and/or pick up documents or other items throughout the institution. Signs for packages as needed. 3. Prepare slides for department meetings and distribute meeting minutes/notes. 4. Prepare and distribute monthly newsletter to department. 5. Updating departmental information in the office. 6. Serves as primary contact for booking conference rooms for department staff. 7. Professionally greets/screens visitors to Life Science Plaza building, as required. 8. Issues guest badges to visitors of LSP, and validates parking, as needed.

Department Support

1. Assists with department events. 2. Assist the Department Administrator and Office Manager on special requests or projects (as needed). 3. Serve as backup to primary timekeeper in managing the weekly pay period closeout, as assigned for the dept.

Other Administrative functions

1. May be responsible for assisting with other administrative functions and tasks for assigned faculty or department.

EDUCATION

Required: High School Diploma or Equivalent

Preferred: Bachelor's Degree

WORK EXPERIENCE

Required: 4 years Administrative/secretarial experience or no experience required with preferred degree.

OTHER REQUIREMENTS: Must pass pre-employment skills test as required and administered by Human Resources.