Administrative Assistant IV - MBI/CVBI

University of Rochester•City of Rochester, NY

24d•$21 - $30•Onsite

About The Position

The Administrative Assistant for the Department of Microbiology provides administrative support to ensure the smooth functioning of the department. Responsibilities include supporting the DD of Research Operations and other key leaders in the Department and Institute e.g., Vice Chair, Lead Research Specialist & Academic Administrator, on tasks that will include coordinating administrative meetings, handling correspondence, maintaining records, and performing a variety of other clerical tasks that can include supply ordering, visa processing & timekeeping. Provides support for all facility and housekeeping related items both in the labs and in general areas. The Administrative Assistant will serve as the first point of contact for internal and external inquiries, representing the office in a professional and welcoming manner for faculty, staff, students and guests - stationed on the 3rd floor of KMRB.

Requirements

Associate's degree
2 years of relevant administrative experience required
Ability to maintain confidentiality required
Exceptional organizational, time management and administrative skills required
Strong communication skills, both verbal and written required
Strong technical skills, including a high level of proficiency in Microsoft Office required

Nice To Haves

Bachelor's degree preferred

Responsibilities

Schedules, maintains and prioritizes a calendar of appointments, meetings etc for DD Research Operations and other leaders: Vice Chair, Lead Research Specialist and Academic Administrator as needed.
Plans and organizes administrative meetings, such as agenda preparation, site selections, food and beverage selections, audio- visual arrangements and document development (slide decks).
Provides high-level meeting support, coordinating data requests, creating presentations, preparing formal meeting minutes and capturing significant action items and monitors completion of action items.
Provides support for all facility and housekeeping related items both in the labs and in general areas.
Supply ordering and processing.
Ordering nameplates, keys and supplies when needed.
Works with other admin personnel on lab and office support items (moving/refurbishing etc.)
Maintain records on all matters related to visa’s (expirations, renewals, etc.)
Initiate the process of visa processing with the International Services Office.
Create guest accounts.
Gather all relevant documentation to ensure 100% compliance.
Serve as the departmental timekeeper in UKG
Serves as the gatekeeper for the department. Responsible for maintaining confidential data and files, including personnel files, personal data needed for emergency contact and escalation, and confidential communications.
Answers, screens, and initiates telephone calls and greets visitors, providing procedural information and answering inquiries related to operational and substantive matters.
Resolves problems and prioritizes needs requiring in-depth knowledge of policies and procedures.
Other duties as requested, especially when it comes to contributing time if others on the Administrative team need help i.e., executive assistant to the Chair.
Other duties as assigned