Executive Assistant, Translational Sciences, Division of Research

3 weeks ago

Detroit, United States Wayne State Full time
Executive Assistant, Translational Sciences, Division of Research & Innovation

Wayne State University is searching for an experienced Executive Assistant, Translational Sciences, Division of Research & Innovation at its Detroit campus location.

Wayne State is a premier, public, urban research university located in the heart of Detroit, Michigan where students from all backgrounds are offered a rich, high-quality education. Our deep-rooted commitment to excellence, collaboration, integrity, diversity and inclusion creates exceptional educational opportunities which prepare students for success in a global society.
Position Purpose:

Provide executive-level assistance to the Associate Vice President, Translational Sciences within the Office of the Vice President for Research (OVPR). Support the productivity and effectiveness of the executive and their team by performing administrative tasks. Support the triage and prioritization of activities of the executive and their team in a fast-paced environment requiring judgement, discretion, and accuracy. Conserve the time of the executive by performing executive non-essential tasks. Proactively anticipate needs and drive improvements to build capacity for the team. Ensure that the day-to-day related operations are run both smoothly and efficiently. This position reports to the Associate Vice President, Translational Sciences within the Office of the Vice President for Research.

Essential Job Functions:

Provide complex calendar management, exercising discretion and judgment to analyze and appropriately prioritize complicated and challenging schedules; respond to frequent changes in schedules; set priorities.

Prepare itineraries, agenda packets and travel arrangements. Support Executive and team as needed.

Assist the AVP with day-to-day office functions including, taking minutes at all meetings. Coordinate and track the retrieval of required documents for new and existing grant submissions inclusive of but not limited to tracking grant publications in databases. Assist with editing/updating policies and procedures required for overall operational performance.

Coordinate and organize meetings and other events. Ensure that meetings and other events have appropriate locations, supplies, audio-visual equipment, and other needs met. Order supplies as needed for events, meetings, and day-to-day work.

Prepare memos, letters, meeting agendas, summary notes, reports, spreadsheets, charts, and presentations. Handle highly sensitive and confidential information. Manage physical and electronic reference systems to provide historical accuracy and to promote collaboration with the executive and their team.

Handle abstract, manuscript and publication or other necessary academic submissions.

Ensure accurate data required to be posted is submitted and/or uploaded to the program/grant website.

Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks, participating in professional organizations.

Perform other related duties as assigned.

Minimum Qualifications:

Education: Bachelor's degree

Bachelor's degree from an accredited college or university in business administration or related field.

Experience: Experienced (minimum 2 years of job-related experience)

Minimum 2 years related experience, including demonstrated ability to provide administrative support at the executive level and experience in grant coordination.

Prior experience in a higher education and/or business executive administration services preferred.

KNOWLEDGE, SKILLS AND ABILITIES:

Strong interpersonal skills and proven ability to build collaborative relationships.

Effective written and verbal communication skills.

Ability to exercise initiative, diplomacy, discretion, and confidentiality with a positive, service-oriented attitude.

Excellent organization skills with the ability to organize and coordinate a dynamic workload and complete multiple tasks within established and changing deadlines.

Ability to think proactively and prioritize work.

Ability to exercise judgement with incomplete information. High-level computer skill proficiency and demonstrated ability to advance technical skills.

Extensive proficiency with Microsoft Office Suite, Outlook, Word, Excel, Power point.

Strong presentation skills are preferred. Comfort with and ability to adapt in a changing environment.

School/College/Division:

H09 - Research
Primary department:

H0905 VP Research
Employment type:
  • EMPLOYMENT.TYPE
  • Job type: Full Time
  • Job category: Staff/Administrative
Funding/salary information:
  • Compensation type: Annual Salary
  • Annual Salary: To Be Determined
  • Position Funding Source: Non-General Funds
Working conditions:

Job openings:
  • Number of openings: 1
  • Reposted position: No
Background check requirements:

University policy requires certain persons who are offered employment to undergo a background check, including a criminal history check, before starting work. If you are offered employment, the university will inform you if a background check is required.
Equal employment opportunity statement:

Wayne State University provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. The university encourages applications from women, people of color and other underrepresented people. Wayne State is an affirmative action/equal opportunity employer.

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