Description

POSITION OBJECTIVE

Working under occasional supervision, provide administrative support to department by performing a range of clerical, human resources-related, and financial support duties. This position involves handling sensitive human resources documentation with strict confidentiality and supporting the maintenance of departmental records and post-award reports. This position is responsible for the accurate entry and processing of routine financial transactions supporting the grant management team. The objective of this position is to maintain organized systems and ensure all tasks are completed in compliance with university and departmental procedures.

ESSENTIAL FUNCTIONS

Process confidential information. Support the processing of sensitive human resources documents, including research staff reappointment requests, affiliate paperwork, and visa renewals. Ensure all appointment forms are complete and routed in compliance with departmental and university procedures. (35%)
Facilitate dealing with others in the university relative to department work. Coordinate with grant managers regarding invoice submissions and payment processing. Follow up with grant managers to ensure the timely completion of effort reporting. Provide assistance to the human resources manager with other human resources-related items as needed. (20%)
Proofread and edit correspondence, reports, records, etc. as necessary. Review postdoctoral insurance billing for accuracy. Update tracking logs of award status (extensions, closeouts, and petitions). Assist in the preparation of monthly summary reports for departmental leadership, including cost-share, salary analysis, and sub-award invoice documentation. (20%)
Perform a variety of clerical duties and typing assignments requiring speed and accuracy. Perform routine financial transactions including crossbills, salary adjustments, update funding sources, and coordinate deficit speedtypes. Enter data for research invoices and monthly journal entries into departmental tracking systems. Assist in student payroll updates and coordinate general salary planning file/HCM system funding reviews to ensure data integrity and timely processing. (15%)
 

NONESSENTIAL FUNCTIONS

Provide routine departmental administrative support including mail pickup and delivery (Robbins Building and Medical School) and other recurring operational tasks to support daily office functions (3%)
Provide clerical support for room reservations and procurement activities, including assisting with ordering and coordinating delivery, and serving as backup support for the other department assistant, as needed (3%)
Perform other duties as assigned (4%)
 

CONTACTS

Department: Daily contact with departmental staff to maintain workflow. 

University: Contact with other university departments on an as needed basis to exchange information. 

External: Contact with vendors to exchange information. 

Students: Contact with students to exchange information. 

SUPERVISORY RESPONSIBILITY 

This position has no direct supervision of staff employees. May direct the work of students or temporary employees

QUALIFICATIONS

Experience: 2 to 3 years of related secretarial experience required.

Education: High school education required.

REQUIRED SKILLS

Excellent communication skills: Understanding written sentences and paragraphs in work related documents. Ability to interact with colleagues, supervisors, and customers face to face; talking to others to convey information effectively. Ability to give full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times. Communicating effectively in writing as appropriate for the needs of the audience.
Ability to actively learn - understanding the implications of new information for both current and future problem-solving and decision-making. 
Ability to operate copy and fax machines to perform calculations and produce documents.
Willingness to learn and work with artificial intelligence (AI) tools and technologies.
Demonstrated history of successful support, education, and advocacy for all students, aligned with the values, mission, and messaging of the university, while adhering to the staff policy on conflict of commitment and interest. 
Ability to meet consistent attendance. 
 

WORKING CONDITIONS

Typical office environment. The employee will perform repetitive motion using computer mouse and keyboard to type.