Administrative Assistant II
About The Position
The Administrative Assistant II provides support to faculty and staff in the Department of Medicinal Chemistry in the College of Pharmacy. The role requires managing multiple tasks, using professionalism and effective communication when interacting with faculty, staff, and students, and working independently with minimal supervision. The employee is expected to be proactive, attentive to detail, and accountable for assigned responsibilities. The position supports academic and research administration, including graduate trainee and event logistics, departmental seminars, relationships with agencies and collaborators, faculty publishing needs, volunteer and research scholar tracking, and hosting speakers and research events. Daily operational duties include maintaining records, handling orders and packages, managing mail and departmental keys, supporting PCard reconciliation, scheduling for the MC Chair, answering calls, assisting with budgets and expenses, supporting employee and volunteer setup, processing travel, procurement, and accounts payable transactions, and maintaining department and center webpages and newsletters. The employee also provides backup for other administrative support staff and performs miscellaneous assigned duties.
Requirements
- High school diploma or equivalent and four years of relevant experience, or an equivalent combination of education and experience.
- Excellent computer processing skills and attention to detail.
- Excellent Excel and Word skills.
- Excellent financial management skills.
- Excellent verbal and written communication skills.
- Excellent organizational skills.
Nice To Haves
- Excellent computer processing skills and attention to detail.
- Excellent Excel and Word skills.
- Excellent financial management skills.
- Excellent verbal and written communication skills.
- Excellent organizational skills.
Responsibilities
- Work with the graduate coordinator to provide trainee support and graduate event and logistical support.
- Work with the department seminar coordinator on seminar logistics.
- Develop and maintain professional relationships with agencies, collaborators, donors, and companies.
- Assist faculty with publishing needs.
- Assist in tracking volunteers and research scholars.
- Host speakers, research events such as CNPD3 symposia, and center seminars.
- Maintain files and departmental records.
- Handle order-related activities, including packing slips and assigning orders to specific accounts.
- Receive packages and prepare them for pickup, including FedEx and Fisher deliveries.
- Distribute mail and deliver packages.
- Manage departmental keys.
- Assist with the PCard reconciliation process.
- Maintain the calendar and schedule appointments and meetings for the MC Chair.
- Answer and make phone calls.
- Assist in developing and monitoring annual operating budgets and expenses.
- Work with SSC HR on new-hire, employee, and volunteer setup.
- Handle department travel, procurement, and accounts payable transactions.
- Maintain department and center webpages and newsletters.
- Serve as backup for other administrative support staff.
- Perform miscellaneous duties as assigned.
Benefits
- Health insurance, with voluntary options including vision, dental, and long-term disability coverage; OPS employees are eligible for state benefits if their FTE is at least 0.75 (30 hours per week).
- Mandatory FICA Alternative Plan retirement savings plan for eligible OPS employees, with the option to participate voluntarily in other retirement savings plans.
- Paid leave, access to a sick-leave pool, maternity/paternity leave, and leave payouts.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
