Working Title: Administrative Assistant
Position Type: University Operational and Administrative Staff
Department: Office of Graduate and Postdoctoral Affairs
Posting Date: 06-30-2017
The University's Office of Graduate and Postdoctoral Affairs seeks a highly skilled Administrative Assistant to support the work of the office. The ideal candidate will have high energy and flexibility to manage diverse responsibilities and multiple tasks, and will possess excellent communication skills. In addition to providing daily administrative support for office staff, this position will assist in the coordination and organization of activities, and with planning and communications for office initiatives.
-Proactive problem solver with the ability to track multiple projects simultaneously and provide input and assistance as needed
-Highly organized with great attention to detail
-Highly adaptive, with ability to work with a wide range of constituencies and personalities
-Comfortable handling a wide range of written and oral communications with students, postdoctoral trainees, faculty, staff, external partners, vendors, etc.
-Comfortable with financial tasks such as monthly budget reconciliations and financial reimbursements
-Proficient in MS Office Suite including Word, PowerPoint, Excel, and Outlook
-Comfortable in using online tools such as Doodle, Survey Monkey, etc. with an interest in developing additional skills in web-based content management
-Support for educational programs including assistance with travel and housing arrangements for visiting students and researchers
-Event planning and execution including assistance with booking space, A/V arrangements, catering orders, etc.
-Arranging and scheduling meetings, updating calendars, and producing communications when necessary
-Assistance with monthly budget reconciliation, travel reimbursements and other finance tasks
-Assistance with management of email lists and communications including updates to office websites, newsletters, announcements, etc.
-Serve as main point of email/phone contact for office and distribute messages, as necessary
-General office duties, including ordering supplies, etc.
HS diploma required, with at least 4 years of applicable experience. Candidates with a four-year college degree and prior experience at the assistant level are preferred.
Required Knowledge, Skills and Abilities:
- Proactive problem solver with the ability to track multiple projects simultaneously and provide input and assistance as needed
- Highly organized with great attention to detail
- Highly adaptive, with ability to work with a wide range of constituencies and personalities
- Comfortable handling a wide range of written and oral communications with students, postdoctoral trainees, faculty, staff, external partners, vendors, etc.
- Comfortable with financial tasks such as monthly budget reconciliations and financial reimbursements
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