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Administrative Assistant 2

Job Number: 23962
Functional Area: Research - Other
Department: Division of Comparative Medicine
School Area: VP Research

Employment Type: Full-Time
Employment Category: Non-Exempt
Visa Sponsorship Available: No
Schedule: M-F

Job Description

ADMINISTRATIVE ASSISTANT 2, Division of Comparative Medicine (DCM), to perform diverse and complex administrative tasks in support of DCM operations. Will assume a primary role in note-taking and follow-up from meetings; personnel recruitment and appointment functions; event planning; and manuscript, textbook, and other document editing and preparation. Responsibilities include responding to inquiries; organizing and supporting special events, meetings, and other activities; making travel arrangements; handling financial transactions, e.g., reimbursements, purchase orders, requests for payment, invoices, etc.; assisting with preparing materials for activities/products, e.g., educational seminars/classes, training program reviews, staff reviews, site visits, grant proposals, textbooks, manuscripts, etc.; planning and coordinating meetings/seminars; guiding and coordinating website updates; overseeing conference room scheduling and maintenance; coordinating and managing event budgets; managing email lists; assisting departmental human resources (HR) with advertising, recruiting for, and completing staff appointments and onboarding; and performing other duties as assigned.

Job Requirements

REQUIRED: high school diploma or its equivalent; three years’ related experience; excellent communication, customer service, and interpersonal skills; comfort with telephone, text, email, and in-person communication; strong administrative, organizational, and time-management skills; attention to detail; discretion and good judgment with confidential information; experience with event and meeting planning, arranging travel, ordering supplies, and updating websites; and proficiency with Excel, Word, Photoshop, Adobe Acrobat, PowerPoint, Qualtrics, eRA Commons, search engines, and web editing tools (e.g., Drupal and WordPress). Must be able to prioritize multiple simultaneous tasks, problem solve, adhere to deadlines and encourage others to do the same, and work independently and as a team member. PREFERRED: associate’s/bachelor’s degree, experience providing administrative and/or HR support in an academic environment, and experience with SAP and SAPweb. Job #23962-5

May work occasional nights and weekends.

Employment is contingent upon the completion of a satisfactory background check.

4/26/24