Administrative Assistant Ii Jobs

Description
Job Summary :
The Administrative Assistant works under the direction of the Associate Director and Professor of Microbiology and provides administrative support to assigned Microbiology faculty and their lab personnel, including the processing of orders, travel, entering contracts into Meditract, and completion of account reconciliations for the department. Individual uses initiative and judgment in a variety of decisions and administrative services and relieves administrator(s) of many routine administrative matters. This position also requires the individual to coordinate, track, and follow through to completion assigned projects and activities.
Major Responsibilities / Duties / Critical Tasks

• Under minimal supervision of the Associate Director and Professor of Microbiology, identifies issues and barriers and uses independent judgment to problem solve and implements innovative solutions
• Maintains all Microbiology Excel spreadsheets up-to-date and accurately files all orders; performs monthly reconciliations of all Microbiology accounts
• Handles sensitive and/or confidential information and maintains a strict level of confidentiality and ensures HIPAA rules are followed.
• Assists in special projects and work assignments( slides, letters, manuscripts, etc.)
• Completes any other duties as assigned including assisting the Administrative Specialist as needed
• Coordinates, maintains, and provides administrative support related to Microbiology’s activities and staff and/or business operational duties such as, but not limited to, coordinating, scheduling and supporting meetings, trainings, conferences; providing technical assistance; contacting Physical Plant for needed moves or repairs, responsible for the phone system, scanning, and shipping (FedEx and/any other type of shipments).
• Updates Excel spreadsheets for state and grant accounts, as well as other databases for the department
• Adheres to internal controls established for the department
• Orders lab/office supplies and equipment for lab personnel, and tracks status of all orders; completes renewal of memberships and any other required licenses for the lab
• Assists with all aspects related to Meditract contracts
• Completes domestic and foreign travel requests; organizes and prepares travel reimbursements ensuring compliance with state requirements; researches travel options, coordinates, and makes travel arrangements; as requested, supports speakers and participants receiving travel allocations by arranging travel to and from conferences
• Attends any assigned research meetings, records meeting minutes, updates departmental databases, and performs other clerical duties assigned by the department and/or committee (sending out Outlook invites, ordering lunch, etc.)

Accompanying Knowledge, Skills, Abilities And Competencies
Demonstrates analyzing and problem-solving skills
Excellent communication skills, both verbal and non-verbal
Proven organizational skills
Ability to multi-task in a fast-paced environment
Knowledge of Microsoft Office Products (Word, Excel, PowerPoint, Access Database, QuickBooks, etc.).
Knowledge of state and federal purchasing procedures is preferred
Knowledge of domestic and international travel policies and procedures is preferred
Ability to produce professionally written documents
Knowledge of monthly reconciliations procedures is preferred