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Administrative Assistant III

Posting Details

Position Information

Posting Number NONAC1090
Job Title Administrative Assistant III
Position Title Administrative Assistant III
Position Type
Pay Rate Up to $38,000 Commensurate upon experience
Department Neuroscience Institute
Position Summary

Performs “advanced” administrative duties in performing the day-today operations of a research institute. Prepares financial documents (i.e. requisitions for purchase orders, check requests); maintains various databases and/or spreadsheets. Maintains institute records and files; assists in planning and conducting special events; compiles and/or tracks various administrative and statistical data. Assist with pre- and post-award activities of grant applications. Prepares and types reports, forms, and; correspondence, maintains and updates calendars; completes standard reports and forms; and operate a variety of office equipment (desktop PC, copier, calculator, facsimile machines).

POSITION ACCOUNTABILITIES AND ESSENTIAL FUNCTIONS:
• Composes routine memos, types and or/ or proofreads letters, research papers, contracts, and materials confidential in nature.
• Identifies matters requiring priority and immediate attention and initiates appropriate action.
• Maintains professional working relationships with internal and external investigators, funding agencies and administrative offices.
• Assists in pre- and post-award grant activities of grant applications.
• Operates a variety of office equipment including typewriter, copiers, calculator, and fax machines.
• Monitors office supplies inventory levels, prepares and processes requisitions as needed.
• Maintains computer spreadsheets for tracking of purchases for the operation of the Institute.
• Screens incoming calls and provides appropriate information to callers; refers calls to appropriate individuals and records complete messages as required.
• Receives visitors of the Institute.
• Assists in coordination of meetings, appointments, telephone conferences and travel.
• Processes all incoming and outgoing mail.
• Assist with coordination and implementation of activities including, but not limited to, seminars, conferences, workshops, short courses, and other related programs; develops and coordinates new ideas and concepts for program themes, materials and resources to supplement, expand or replace existing program components.
• Assists in the preparation of budgets and grants; monitors, verifies and reconciles expenditure of budgeted funds as appropriate.

KNOWLEDGE, SKILLS, & ABILITIES:

 Knowledge of administrative principles, practices, and procedures; and budgetary accounting.

 Proficiency in the use of Microsoft Office Package, particularly spreadsheet and database applications

 Knowledge of business and academic correspondence practices.

 Ability to manage simultaneously a variety of tasks, in a timely, accurate and professional manner.

 Skill in organizing meetings and attention to details.

 Knowledge of, and ability to interpret and apply, related federal, state, local laws, rules and regulations.
 Knowledge of and ability to interpret and apply related institutional policies and procedures.
 Ability to prepare clear and concise reports, correspondence, and other written materials.
 Ability to communicate effectively verbally and in writing.
 Skill in establishing and maintaining effective working relationship throughout the organization and with the general public

 Skill in prioritizing projects for the effective and efficient operation of the office.

 Ability to keep abreast of any changes in policy, methods, computer operations, equipment needs as they pertain to the Institute operations and activities.

SUPERVISORY RESPONSIBILITIES:

None.

Minimum Qualifications

 Minimum Two years of college education in Business/Public Management, Office Administration or related field required. Bachelor’s Degree preferred.
 Minimum of (2) years of related grant administration experience ( pre and post-award activities of federal grants and budgeting);
 Minimum (3) years of administrative office experience, including (2) year of experience in budgetary management, handling budget expenditures, account summaries, and revenue activities.
 Must be a qualified typist (45 WPM)
 Proficiency in Microsoft Office software package

Preferred Qualifications
Posting Date 08/30/2017
Closing Date
Open Until Filled No
Special Instructions to Applicants

Posting Specific Questions

Required fields are indicated with an asterisk (*).

  1. * Are you profiecient in Microsoft Office Suite?
    • YES
    • NO
  2. * Do you type a minimum of 45 words per minute?
    • YES
    • NO
  3. * What is your highest level of completed education?
    • High School/GED
    • Associate's Degree
    • Bachelor's Degree
    • Master's Degree
    • EdD, MD, PhD, DrPH
  4. * Describe your experience working with the preparation and maintenance of budgets for a department. Please indicate if you have worked with grants in your budget management.

    (Open Ended Question)

  5. * Please provide your salary requirement. Do Not Enter Negotiable, a specified salary range is required. Not providing a salary requirement will result in your application being incomplete and will not be considered.

    (Open Ended Question)

Applicant Documents

Required Documents
  1. Resume
Optional Documents
  1. Cover Letter
  2. Letter of Reference 1
  3. Letter of Reference 2
  4. Letter of Reference 3