Job description

Duties: The Admin Assistant will provide overall administrative support to the Center including: drafting various communications and correspondence, travel arrangements, answering phones and directing phone/fax/email inquiries, distributing mail, photocopying, scanning, hand deliveries, and express shipping. The incumbent will be responsible for maintaining and updating filing systems, archiving documents, tracking book supplies, and issuing office/library keys as well as obtaining signatures on restricted access forms.

The Admin Assistant will also work with the Associate Director on various tasks associated with our annual fundraising campaign to include, updating membership forms in Microsoft Word and Adobe Pro, generating letters via mail merge for membership renewals and prospects, corresponding with returning and prospective sponsors, conducting membership follow-ups, as well as other general assistance. The incumbent will assist the Admin Coordinator with various tasks related to PRC events and annual conferences including: invitations, nametags, and thank you gifts. The Admin Assistant will also arrange smaller events such as luncheons and board meetings. The incumbent will assist in the visiting scholar appointment process by drafting appointment letters and confirming the funding and visa status of prospective scholars.

The Admin Assistant will assist with managing the Center's website and social media presence. Responsibilities include: utilizing WordPress to update the website content for working papers, book chapters, news and videos, and the PRC Blog on Forbes. The incumbent will also assist with drafting various communications such as the monthly newsletter and will send out via a web-based contact management system, as well as distributing publications to PRC Board Members and Partners.

The incumbent will assist the Associate Director in processing financial transactions including: travel reimbursements, payments to vendors, purchases, check and gift processing. Appropriate University systems and procedures will be utilized for financial processing including: the Concur Travel System, PDA forms, paying honoraria, the University's Purchasing Card, BEN Buys, BEN Deposits, BEN Financials and gift processing procedures. The Admin Assistant will also complete the monthly financial reconciliation process (to include verifying documentation and matching expenditures to reports) and assist in gathering documentation for the annual financial audit.

The Admin Assistant will assist the Admin Coordinator with the annual publications process as needed. Assistance may include proofreading and editing papers/graphs/tables using Microsoft Excel, and formatting according to publisher standards.

Qualifications: A High School Diploma or GED and 1 year to 2 years of experience or equivalent combination of education and experience is required. The candidate must have strong customer services skills. The candidate must have excellent organizational skills, strong verbal & written communication skills, attention to detail, ability to take responsibility for high-quality work produced in timely fashion, and work effectively in a team atmosphere. Must be skilled in Microsoft Applications including Word, Excel, and PowerPoint (Access a plus). Must also have knowledge, or be willing to train in, various website and internet technologies to include: Acrobat, WordPress, YouTube, Facebook and Twitter. Candidate must also have knowledge or be willing to train in University systems including BEN Financials, Concur Travel System and other systems required to complete job functions.

Reference Number: 07-27598

Salary Grade: 023

Employment Type: Non-Exempt

Org: Boettner Center for Pensions and Retirement Research

Special Requirements: Background check required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.

Job Family: X-Secretarial/Administrative




Diversity Profile: University



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Job No:
Posted: 12/20/2017
Application Due: 12/20/2018
Work Type: