Administrative Assistant: Faculty/Staff

4 weeks ago

Utica, United States Masonic Medical Research Laboratory Full time
Job DescriptionJob DescriptionDescription:

The Administrative Assistant is primarily responsible for providing a broad range of secretarial and administrative support for administration and staff. These responsibilities include but are not limited to word processing documents, travel arrangements, maintaining departmental files, as well as organization and administration of the Exchange Visitor Program.

Essential Duties/Responsibilities:

  • Provide administrative support to the faculty and administrative leadership.
  • Proactively seek assignments from the faculty and administrative departments.
  • Arrange travel as needed for faculty and administrative staff.
  • Update and review NIH biosketches and curriculum vitae for all faculty in an efficient and accurate manner.
  • Take and distribute meeting minutes for all staff, faculty, compliance committee and other meetings as assigned.
  • Schedule, and coordinate monthly faculty meetings, works in progress, journal clubs, educational seminars, and invited speaker series. Including duties such as:

Travel, hotel, and transportation

Invitation letters

Honoraria

Agendas

  • Coordinate lunch with postdocs alongside events coordinator
  • Update and maintain institute organizational chart.
  • Set up new hires, students for required CITI training.
  • Run bi-weekly CITI reports to ensure employees compliance and that all required trainings are up to date.
  • Receive and organize applications for the yearly summer fellowship program, providing them to the faculty after the due date for fellow selection. Coordinate with HR leadership to provide offer letters and onboarding of selected candidates.
  • Assist with various administrative tasks including mailings, events, MMRI Board of Director’s meetings and miscellaneous meetings.
  • Maintains accurate and up-to-date human resource files, records, and documentation.
  • Answers frequently asked questions from applicants and employees relative to standard policies, payroll, benefits, hiring processes, etc.; refers more complex questions to appropriate senior-level HR staff or management.
  • Maintains the integrity and confidentiality of MMRI files and records.
  • Assists with planning and execution of special events such as benefits enrollment, organization-wide meetings, employee recognition events, and other MMRI events.
  • Assist with management of the Exchange Visitor Program visa application processes and administrative deadlines throughout the application process and help guide applicants through post-acceptance and pre-departure requirements.
  • Work with team members to ensure that acceptance and visa instructions are consistent and up to date • Provide back-up support for Executive Administrative Assistant as needed.
  • Cross train in other areas to provide back-up support as needed.
  • Other duties as assigned
Requirements:
  • Associate Degree in Business Administration required (Bachelor's degree preferred) plus 2 years of related experience, or High School Diploma and 6 years related experience or equivalent.
  • Strong computer skills and MS Office proficiency.
  • Proven ability to take on a variety of different tasks without becoming overwhelmed.
  • Professional and friendly disposition.
  • Detail oriented, timely, well organized, and demonstrates a can-do attitude to get the job done.
  • Experience in following verbal and written guidelines to perform job functions.
  • Excellent grammar, writing and punctuation skills.
  • Proficient with or the ability to quickly learn payroll management, human resource information system (HRIS), and similarcomputer applications.

  • Administrative Assistant: Faculty/Staff

    2 months ago

    Utica, United States Masonic Medical Research Laboratory Full time

    Job DescriptionJob DescriptionDescription: The Administrative Assistant is primarily responsible for providing a broad range of secretarial and administrative support for administration and staff. These responsibilities include but are not limited to word processing documents, travel arrangements, maintaining departmental files, as well as organization and...

  • Administrative Assistant

    2 weeks ago

    Utica, United States ICAN Inc Full time

    Job DescriptionJob DescriptionThe Administrative Assistant relieves management and direct line staff of administrative / clerical work and minor administrative and business functions. Maintains a positive working presentation and relationship with the public/community that promotes a positive agency image by performing the following duties.Duties and...

  • Administrative Assistant

    2 months ago

    Utica, United States Simbol Auto Glass Full time

    Job DescriptionJob DescriptionBenefits:Company partiesCompetitive salaryEmployee discountsFlexible schedulePaid time off Our company, Simbol Auto Glass, is seeking a skilled Administrative Assistant with a vibrant and engaging personality to join our team. The ideal candidate will have excellent organizational and communication skills, along with a proactive...

  • Executive Secretaries and Administrative Assistants

    2 months ago

    Utica, United States Fusco Personnel, Inc. Full time

    Job DescriptionJob DescriptionADMINISTRATIVE ASSISTANTUtica, NY– Long-Term Contract100% On-SiteFusco Personnel is actively recruiting for an Administrative Assistant to join our client located in the Utica, NY area. This is a full-time, long-term contract opportunity. The ideal candidate will have prior experience working within the NYS system, or proven...

  • Professional Administrative Assistant

    3 weeks ago

    Utica, United States Staffworks Full time

    Job DescriptionJob DescriptionProfessional Administrative Assistant (part-time) Qualified candidate will be someone that has experience in the role of an Administrative Assistant in a professional setting. Responsibilities:Manage calendarPost to accounting softwarePay billsProcessing incoming mailMust have experience as an administrative assistant or...

  • Faculty Positions In Molecular Cardiovascular Biology

    3 weeks ago

    Utica, New York, United States Masonic Medical Research Laboratory Full time

    Job DescriptionJob DescriptionDescription:The Masonic Medical Research Institute (MMRI), a world-class private research Institute, invites outstanding candidates to apply for faculty positions at the rank of Assistant Professor, Associate Professor or Full Professor, commiserate with experience and qualifications. The MMRI seeks exceptional, collaborative,...

  • Facilities Department Administrative Assistant

    2 months ago

    Utica, United States CABVI Full time

    Job DescriptionJob DescriptionCABVI is seeking a Facilities Department Assistant to provide clerical and administrative support to the Facilities Department of CABVI.Job Responsibilities:Maintain all facilities records including, but not limited to, inspections, compliance testing to remain in compliance with local, state, and federal laws and...

  • Dialysis Administrator

    2 months ago

    Utica, United States U.S. Renal Care Full time

    SUMMARYThe Administrator is responsible for the overall daily management and operation of the clinic. The Administrator reports directly to first line regional operational management which may be an Area Director, Regional Director, or Vice President of Operations, depending on the region/demographics.ESSENTIAL DUTIES AND RESPONSIBILITIES include the...

  • Executive Director of Public Safety and Emergency Management

    2 months ago

    Utica, United States InsideHigherEd Full time

    Executive Director of Public Safety and Emergency ManagementSalary: $96,000 depending on experienceMohawk Valley Community College provides accessible, high-quality educational opportunities to meet the diverse needs of our students. We are the community’s college, committed to student success through partnerships, transfer and career pathways, and...

  • Bookseller (Temporary) - Mohawk Valley Community College Bookstore

    2 months ago

    Utica, United States Bned Full time

    ** Bookseller (Temporary) - Mohawk Valley Community College Bookstore** **Job Category****:** Retail Stores **Requisition Number****:** BOOKS020954 Showing 1 location **Job Details** **Description** Barnes & Noble College is a retail partner for nearly 800 colleges and universities nationwide. We offer a retail environment like no other uniquely focused on...

  • Dental Assistant

    1 month ago

    Utica, United States Dentserv Dental Services Full time

    Job DescriptionJob DescriptionOur dental practice is searching for motivated assistants! Prior dental experience is required. We have been providing high quality dental care to residents in healthcare settings such as nursing homes and rehab facilities for over 40 years.  As an assistant, you will be trained to support our dentists with patient related...

  • Dental Assistant

    1 month ago

    Utica, United States Dentserv Dental Services Full time

    Job DescriptionJob DescriptionOur dental practice is searching for motivated assistants! Prior dental experience is required. We have been providing high quality dental care to residents in healthcare settings such as nursing homes and rehab facilities for over 40 years.  As an assistant, you will be trained to support our dentists with patient related...

  • Dental Assistant

    2 weeks ago

    Utica, United States Dentserv Dental Services Full time

    Job DescriptionJob DescriptionOur dental practice is searching for motivated assistants! Prior dental experience is required. We have been providing high quality dental care to residents in healthcare settings such as nursing homes and rehab facilities for over 40 years.  As an assistant, you will be trained to support our dentists with patient related...

  • Dental Assistant

    2 weeks ago

    Utica, United States Dentserv Dental Services Full time

    Job DescriptionJob DescriptionOur dental practice is searching for motivated assistants! Prior dental experience is required. We have been providing high quality dental care to residents in healthcare settings such as nursing homes and rehab facilities for over 40 years.  As an assistant, you will be trained to support our dentists with patient related...

  • Dental Assistant

    2 weeks ago

    Utica, United States Dentserv Dental Services Full time

    Job DescriptionJob DescriptionOur dental practice is searching for motivated assistants! Prior dental experience is required. We have been providing high quality dental care to residents in healthcare settings such as nursing homes and rehab facilities for over 40 years.  As an assistant, you will be trained to support our dentists with patient related...

  • Dental Assistant

    2 weeks ago

    Utica, United States Dentserv Dental Services Full time

    Job DescriptionJob DescriptionOur dental practice is searching for motivated assistants! Prior dental experience is required. We have been providing high quality dental care to residents in healthcare settings such as nursing homes and rehab facilities for over 40 years.  As an assistant, you will be trained to support our dentists with patient related...

  • Practice Administrator

    2 weeks ago

    Utica, United States Vituity Full time

    Utica, NY – Seeking Hospital Medicine Practice Administrator Everybody Has A Role to Play in Transforming Healthcare As a Practice Administrator, you play a critical role by providing direct, business operations support to our medical directors, site physician partners, advanced providers and scribe (when applicable) employees. At Vituity we know the...

  • Director of Learning Commons

    7 days ago

    Utica, New York, United States Utica University Full time

    Director of Learning CommonsUtica College - Utica, NYThe Director oversees the development, coordination, and implementation of tutoring services that reside in the Learning Commons. The Director will coordinate with academic department heads and faculty to ensure appropriate tutoring services are in place to contribute to student success. The Director will...

  • Director of Learning Commons

    7 days ago

    Utica, United States Utica University Full time

    Director of Learning CommonsUtica College - Utica, NYThe Director oversees the development, coordination, and implementation of tutoring services that reside in the Learning Commons. The Director will coordinate with academic department heads and faculty to ensure appropriate tutoring services are in place to contribute to student success. The Director will...

  • Assistant Director of Residential Services

    2 months ago

    Utica, United States The Arc Oneida-Lewis Full time

    Job DescriptionJob DescriptionThe Arc Oneida-Lewis Chapter is seeking to fill a new role! In this position you will assist in the planning, directing and coordinating of all activities within the Residential Division. You will ensure that the established goals and objectives of the agency and the division are accomplished. You will need to recommend and...