Job Announcement

I am looking for an Administrative Assistant. Could you please forward this email to your group. AT this point, I am only accepting resumes by e-mail.

Description

§  Responsible for covering the daily administrative needs of the academic research office 

§  Provide high level administrative support (e.g., gather background information, research issues, prepare executive summaries, meeting summaries and follow-up with participants on action items, and other materials, coordinate with other departments to secure requested materials).

§  Prepare, assemble, edit, format, and contribute to the composition and management of group documents including grant proposals, letters, and technical and/or scientific manuscripts . Ensure all materials meet established standards of appearance and content, are of a consistent style and accurately portrait the goals or ideas of the Institute. File and retrieve documents, records, and reports.

§  Prepare invoices, reports, memos, letters, financial statements and other documents, using word processing, spreadsheet, database, or presentation software. Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.  Open, sort, and distribute incoming correspondence, including faxes and email. Prepare responses to correspondence containing routine inquiries.

§  Coordinate the creation of and maintenance of calendars and schedule internal and external meetings and plan as well as coordinate whatever set up is required including location, teleconference, equipment etc. Coordinate the scheduling of international and domestic travel, as well as accommodations for conference attendance. In addition, coordinate accommodations for visiting presenters as well as coordinate their presentation including food, room rental, audio/visual set up and take down and advertising to appropriate student or faculty populations and departments.

§  Screen and coordinate communications, draft correspondence for signature, track and follow up on requests, identifying those of importance which require her personal attention;

§  Track, update, and gather expense data needed for reporting purposes and process reimbursement forms for travel expenses.

§  Assist with various tasks contributing to group and office organization, productivity and efficiency, including ordering supplies, and processing mail.

§  Facilitate a virtual and paperless office, organize and maintain the remaining correspondence and professional files.

§  Greet visitors and determine whether they should be given access to specific individuals.

§  Perform other related duties and participate in special projects as assigned.

Catalina Ramos
Institute for Information, Education, and Support