Administrative Assistant

Administrative Assistant

Required Education and Qualifications:

Required Education:

• Associates degree or completion of a program of 18+ months after high school with area of concentration in business administration.
• Knowledge of information systems and technical proficiency with Workday and Microsoft Office applications, including Excel, PowerPoint, Word, Outlook/email, and internet-based applications.
• 3-5 years of related work experience.

Preferred qualifications:

• Experience in an office or administrative environment supporting operational and/or business functions is preferred.

Job Description:

Perform proposal processing, award documentation, and award data entry in Workday for internal research grants.

Prepare and submit internal grant budgets, monitor and approve expenses, and oversee PI supplemental pay related to internal grants.

Maintain complete and accurate files of grant activity.

Input detailed electronic data into the university system.

Perform administrative functions for the departmental unit, including responsibility for departmental communications by responding to inquiries and general correspondence not requiring management attention. Provide customer service in person, by telephone, and via email; screen, prioritize, and distribute mail.

Distribute departmental announcements and newsletters to faculty and staff.

Maintain the department site on the internal web page.

Process IT requests for new hires and terminations and coordinate onboarding with HR, IT, and Safety.

Create, edit, and update documents, forms, charts, and tables. Extract and compile data for reports; copy and distribute information. Initiate follow-up to ensure projects and tasks are completed and deadlines are met.

Manage departmental calendar, schedule, and coordinate meetings and conferences, including agenda preparation, assembling materials, and preparing and distributing meeting minutes.

Review documents for completeness and accuracy and distribute as required.

Maintain a variety of departmental files and records.

Process department purchase requisitions and supplier invoices, maintain office supplies, and complete procurement card verification.

Oversee office equipment maintenance and coordinate building maintenance needs.

Assist in creating an appropriate research environment and infrastructure.

Maintain accurate records of the Office of Sponsored Research Admin