Assistant to the Chair - 501540

University of Toledo•Toledo, OH

7d•Onsite

About The Position

Applicant works with minimal supervision from the department chair and the Department Administrator to plan, direct and manage daily department operations and activities. Applicant will complete duties and responsibilities as described below to provide high-quality, cost-effective management of department administrative and budgetary functions.

Requirements

Excellent computer skills required.
Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
Ability to organize, prioritize and efficiently coordinate various responsibilities and job duties.
Ability to establish constructive interpersonal relationships.
Ability to work independently, be self-motivated, and be proactive to avoid negative consequences.
Ability to respond to rapidly changing business environment.
Ability to multitask (e.g., preparing grants, budgets and luncheon meetings simultaneously).
Ability to maintain high degree of confidentiality.
Excellent written, verbal and culturally appropriate communication skills.
Analysis, assessment and evaluation skills.

Nice To Haves

Bachelor Degree in business administration, management, public relations or other related field required OR 5 year’s office environment experience may be accepted in lieu of degree.
Knowledge of Publisher, Photoshop, Illustrator, Blackboard, and API helpful.
Appreciation for scientific research and an understanding of basic science helpful.

Responsibilities

Assist chair in the management of research programs for all faculty within the department. Duties may include, but are not limited to: thorough knowledge of faculty research interests; identify funding opportunities; assist in grant development, preparation, submission, and annual reporting; oversee protocol preparations and renewals; and review publications for accuracy.
Maintain liaison with representatives of other departments to establish and maintain appropriate interface.
Establish and maintain appropriate network of professional contacts.
Maintain currency with professional organizations and publications.
Attend and participate in meetings, conferences, etc.
Provide assistance on institutional committees as recording secretary as necessary.
Represent the department at institutional meetings and activities and to external agencies and organizations as assigned.
Design departmental printed materials, including presentation materials, as needed.
Develops or maintains proficiency in NIH Assist.
Assists in management of education, seminars, greeting department visitors and assisting lost patients, attend to budgetary matters as needed.
Management of Blackboard and Exam Soft, proctoring exams and reviews; reconciling indexes, purchasing; accounts payable; and pcard reporting.
Assist chair and department administrator in management of day-to-day activities of the department chair including, but not limited to: calendar appointments, preparation of correspondence and email; travel arrangements; p-card reconciliation; preparation of general correspondence and email; and ad hoc duties as assigned (e.g., renovation projects, meeting minutes).
Assist with faculty recruitment as needed.
Organize departmental events (e.g. research forums, technology showcases) from inception to end.
Special projects and other administrative duties as assigned.