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Job Summary

Working within the Division of Chemistry and Chemical Engineering, the Administrative Assistant provides administrative support to Professor Gregory Fu and Professor Jonas Peters.

Essential Job Duties

• Coordinates and assists in day-to-day operations, such as drafting, typing, editing and proofing correspondence, office forms, and nontechnical sections of manuscripts, journal articles, grants, reports, etc. Prepares and edits PowerPoint presentations including graphics.
• Coordinates travel arrangements and itineraries. Processes expense reports, advances, reimbursements, and payment requests; assists with logistics associated with domestic or international travel; ensures compliance with funding agency travel requirements and export regulations. Deposits reimbursement checks and ensures proper crediting to accounts.
• Coordinates special events such as lunches, group meetings, individual seminars, seminar series, named lectures and conferences. Organizes event logistics, schedules meetings with faculty, makes travel arrangements for speakers and coordinates reimbursements. Reviews event budgets and reconciles expenses for each event. Maintain seminar poster boards.
• Manages purchase cards with responsibility for recordkeeping and timely reconciliation. Completes petty cash forms, and processes reimbursements.
• Performs data entry. Screens and routes regular mail, email, and telephone calls, as appropriate. Processes and maintains sensitive and confidential information. Maintains paper electronic filing systems. Extensive filing includes managing both current and historical information, with ability to retrieve previous correspondence as a basis for current responses.
• Tracks deadlines and deliverables for grant proposals; advises professor of pending deadlines: responsible for ensuring that proposals are reviewed by Division and contain necessary signatures and budget information. Prepares proposals for submission. Performs data collection and statistical analysis for award proposals and ongoing fund monitoring. Assists grant manager in obtaining information as requested. Uses Excel to create budgets and track reimbursements.
• Maintains calendars; schedules meetings and appointments, etc., using web related tools. Use Google Gmail to create shared Web documents, manage calendars, create and manage web sites with links appropriate for storing information and coordinating activities.
• Prepares classroom materials and arranges for teaching equipment. Creates/updates department or faculty web pages, including the research group website, and websites created for courses.
• Gathers required information and prepares forms for postdoctoral scholar appointments and research staff hires.
• Other duties including general photocopying. shredding or archiving, updating group rosters. Literature surveys, group responsibilities, meetings, and email addresses. Orients new group members and support personnel, distributes keys. Downloads documents that have been Identified by the faculty member.
• General computer and other housekeeping duties.
• Delivers and routes daily mail.
• Additional duties as assigned.

Basic Qualifications

• Associate of Arts degree or equivalent experience (Equivalent experience is equal to a High School Diploma or GED and 2 years of relevant work experience).
• 3 or more years of experience as secretary and/or administrative assistant.
• Ability to work on both a Mac and PC with experience using various computer software programs including Microsoft Office, Mac Mail, web browsers, Filemaker Pro, Google Gmail applications.
• Experience coordinating and scheduling travel arrangements and itineraries.
• Excellent communication skills and good command of English grammar.
• Excellent typing and proofreading skills.
• Excellent organizational skills.
• Good judgment and the capability to maintain confidentiality.
• Must have competency to respond to varying workloads and capacity to work under the pressure of deadlines.
• Willingness to work closely with others to maintain steady workflow.
• Capable of reaching mailboxes up to 6 feet high and carrying mail between buildings on a daily basis.
• Individual must be a self-starter, self-motivated, and always seeking the next thing to do. Proactively works with minimal direction to accomplish goals.
• Professional appearance and demeanor.

Preferred Qualifications

• Bachelor of Arts degree.
• Some knowledge of Oracle related software.

Required Documents

• Resume