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Administrative Assistant, Sr.

Job Description:

Provide executive level assistant to Chief of largest division within the Department. This includes an executive level of management of calendar and travel and proactively identifying  and addressing potential conflicts and areas of concern. Involvement in coordination of faculty recruitment visits, fellow visits, managing the scheduling of larger groups participating in various meetings. 

Work Performed

  • Control and maintain financial records of departmental or divisional contracts, sponsored programs and inform appropriate staff members of financial state of various projects.
  • Assist and advise department or division head and staff members of budgetary and related problems; prepare for approval by department or division head initial budgetary recommendations by considering past requirements and expenditures and present program plans.
  • Assist in the preparation of grant proposals and applications to include compilation of data and preparation of budget expenditures; monitor and verify expenditures; ensure compliance with University and sponsoring agency policies and procedures; prepare administrative reports for submission to sponsoring agency.
  • Interpret departmental policies and procedures, making decisions on specific operating problems and issuing instructions in the name of the departmental and divisional head in accordance with departmental precedents and policies.
  • Prepare financial and operational reports and analyses reflecting progress, adverse trends and appropriate recommendations or conclusion.
  • Serve as departmental liaison with administrative personnel concerning University policies and procedures, grant administration and budgetary preparation and control.
  • Supervise and coordinate department or division personnel activities to meet University and department objectives.
  • Supervise and coordinate the work of designated employees reviewing completed work for adherence to instructions or correctness.
  • Order and maintain sufficient inventory of office supplies and equipment. Perform other related duties incidental to the work described herein.

Required Qualifications at this Level

Education/Training:

Work requires a general business background generally equivalent to a bachelor's degree in a business related field.

Experience:

Work requires 2 years related business or administrative experience to become familiar with general personnel practices, accounting and budgeting principles and coordination of major office activities.

OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE

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