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Administrative Assistant: Faculty/Staff

4 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 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.