ADMINISTRATIVE COORDINATOR

2 weeks ago

ARSENAL PA USA, United States University of Pittsburgh Medical Center Full time
We are seeking an Administrative Coordinator to join our lab The Cognitive-Affective Neuroscience and Development (CAND) lab focuses on investigating the neurodevelopment of emotion processing and regulation, with a focus on the role of pubertal maturation, in typically developing youth as well as those diagnosed with or at risk of anxiety and mood disorders. The CAN-D lab seeks to be an inclusive and safe space for all staff and participants. The PI of the lab is Co-Director of the postdoctoral Career and Research Development (CARD) seminar and directs the biennial Developmental Affective Neuroscience (DANS) symposium.

The person's responsibilities will be the following: oversee and coordinate Dr. Ladouceur's schedule, assist with travel arrangements and reimbursements, manage KRONOS for staff in the lab, assist with on-board of volunteers and new staff members, update lab website, upkeep Dr. Ladouceur's CV and NIH biosketch, assist with grant submissions and management, order lab materials and equipment, assist with the planning of biennial conference, assist with coordination of postdoctoral scholar seminar, and other activities as requested by PI. The ideal candidate is a person with integrity who values their work as contributing to the overarching mission of the research team. We are seeking someone who is highly motivated, very organized, detail-oriented, persistent, accountable, a problem solver who enjoys planning and improving administrative processes, an outstanding communicator (oral and written), flexible and seeks opportunity for growth and learning.

This position is grant funded.

Responsibilities:

* Under general direction coordinates the workflow of employee(s) and provides administrative support of a complex and technical nature to single or multiple department or division (i.e., organizes, plans, and prioritizes work of others, develops and builds teams to accomplish project assignments)
* Performs all responsibilities of an Administrative Assistant Sr
* Provides input to presentations and other department/supervisor work (i.e., supervisor provides general thought and employee will draft more material based on initial ideas)
* Reviews administrative procedures and operating practices and makes recommendations to increase efficiency.
* Assists in recruiting, hiring, training, and evaluating the performance of employees.
* Analyzes complex information requests and determines complex trends.
* Develops reports for executive or department.
* Develops and sends correspondence on behalf of department head (i.e., draft and send meeting minutes, draft and send meeting events)
* Plans and coordinates conferences for department head.
* Makes travel arrangements and oversees expense reimbursements.
* Maintains supervisor's calendar (i.e., proactively schedules meetings on supervisor's behalf, uses survey applications to determine possible meeting times among groups of people, coordinates with other administrative assistants, makes recommendations for large meeting venues and catering, takes leadership role to ensure meetings flow smoothly).
* Maintains various accounting and budgetary records (i.e., completes expense reports) and tracks activities and progress with tools such as spreadsheets.
* Prepares materials and completes forms for research grant applications.
* Collaborates with vendors, research centers, local grants management specialists, contracts groups at Pitt/UPMC, and program directors of funding agencies. Contributes to project management activities such as statements of work, budgets, and Gantt charts.

Qualifications:

* High school diploma or equivalent.
* 5 years' experience in an increasingly responsible administrative support role.
* Ability to perform advanced functions in word processing, electronic mail/calendar, spreadsheet, presentation, Gantt chart, and database software.
* Ability to use applicable MS Suite products- Advanced knowledge of business processes and procedures-
* Working knowledge of accounting and financial principles and functions-
* Ability to analyze data.
* Ability to use discretion and independent judgment.

Licensure, Certifications, and Clearances:

* Act 33 with renewal
* Act 34 with renewal
* Act 73 FBI Clearance with renewal

UPMC is an Equal Opportunity Employer/Disability/Vetera

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