Administrative Assistant 3
Job Number: 24905
Functional Area: Office Support
Department: Chemistry
School Area: Science
Employment Type: Full-time (Hybrid)
Employment Category: Non-Exempt
Visa Sponsorship Available: No
Schedule: Monday - Friday
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Posting Description
ADMINISTRATIVE ASSISTANT 3, Chemistry, will coordinate salary assignments, manage credit card charges, handle journal vouchers and requests for payment, reconcile accounts, order supplies, and change orders using SAP; coordinate seminar programs and larger special events, e.g., travel arrangements, catering, audio/visual, visitor schedules, and classroom/dining reservations; coordinate reimbursements and payments to seminar visitors as appropriate; provide editorial support for the journal Organic Syntheses, including communication with manuscript authors, referees, and other tasks related to the editorial review process; assist in administering the laboratory safety program; design and create content for newsletter to reach a larger audience; maintain multi calendars, schedule appointments, and arrange logistics for meetings and seminars; work with the finance team on preparing and submitting grant proposals and on subawards and grant closeouts. Uploading documents into NIH or NSF; and review research and discretionary accounts, update budget and projection information, monitor spending, and provide feedback to faculty.
Job Requirements
REQUIRED: High School diploma or equivalent; a minimum of five years of related administrative/office experience; robust analytical, problem solving, editorial, time management, and organizational skills; ability to prioritize and function efficiently despite frequent interruptions and under the pressure of deadlines; excellent communication, interpersonal, and customer service skills; meticulous attention to detail; and robust computer skills (Excel, Word, Drupal, FileMaker Pro); ability to interact effectively with a diverse group of students, faculty, staff, and visitors; work both independently and as part of a team; maintain confidentiality of sensitive information; and interpret, communicate, and apply policies and procedures. PREFERRED: Bachelor's degree; experience maintaining websites, creating newsletters and knowledge of grant submission and budgetary. Job #24905-6
4/7/2025
