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Staff Assistant - AW1917

Job Description:

Occupational Summary: 
Serve as a leadership resource in the day-to-day business operations of the department.  Apply analytical and problem-solving skills to support Center Directors, Operations Director, and Associate Directors with a variety of advanced level administrative support to routine and non-routine administrative tasks independently.  Serve as the primary administrative point of contact for staff, faculty, and visitors.
Work Performed:
Job Duties:

  • Manage both Directors’ office work flows, including ensuring internal/external requests are completed within stated deadlines, managing high-volume correspondence activities including telephone, fax and mail.  Facilitating student and mentee activities, prioritizing communications and administrative actions for leadership teams based on content of communication and knowledge of department office operations by using independent judgment to prioritize and maximize efficiency
  • Effectively maintain liaison with all levels of administration and department heads to coordinate and resolve issues relative to academic and administrative matters of an internal and external nature. Manage correspondence both written and via telephone (domestic and international) with a variety of constituents; creates and maintains systems for effective communication; prepare reports and other documents.
  • Draft and disseminate correspondence and resources including, letters, memos, procedure documents, electronic newsletters, business cards, program posters, and other resources.
  • Create, develop and manage documents such as:  business proposals, contracts, agreements, patents, confidential proprietary materials, confidentiality statements, manuscripts, articles, and confidential files.
  • Track and edit Directors CVs, biosketches, publications and webpages as necessary.
  • Independently coordinate and organize Center meetings including development and maintenance of web conferencing skills including WebEx, development and dissemination of meeting agendas and materials, conference room reservations, catering orders, video recording of meetings via, WebEx and other software, recording and dissemination of meeting minutes. 
  • Manage time and attendance and minutes as required.
  • Independently coordinate, schedule and maintain complex calendar of appointments and multi-site meetings, as directed by leadership.
  • Coordinate and schedule travel arrangements and prepare itineraries for the Directors and Center Administration.
  • Provide back-up support to Program Coordinator as needed which includes planning and coordinating campus visits for distinguished guests, insuring appropriate officials and administrators are notified of visits.
  • Coordinate, purchase and track resource allocations (office hardware, system access, keys, and supplies).
  • Interface with Center personnel to coordinate operational activities to ensure adequate manning, space and facilities; Assist with special projects as needed;
  • Perform complex accounting tasks by maintaining financial records, clearing procurement card transactions, processing travel and miscellaneous reimbursements for Directors and Associate Directors to ensure full compliance with company policies;

Preferred Skills:
Ability to multitask, effective time management, advance level of oral and written communication skills

  • Work requires a general educational background normally equivalent to a full high school education plus two years post-secondary education in a business-related field.
  • Work requires 4 years related business or administrative experience to become familiar with general personnel practices, accounting and budgeting principles and coordination of major office activities. OR ANY OTHER EQUIVALENT COMBINATION OF RELEVANT
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