Sr Administrative Support Associate WF Institute for Regenerative Medicine

JOB SUMMARY

Provide support to administrative manager and senior level management specifically by taking responsibility for:

• Provide administrative support for WFIRM and administrative staff. Drafting letters and handling correspondence Domestic and international travel appointment and calendar management outside guests meeting and travel.
• Preparing and disseminating internal documents.
• Assume responsibility for financial duties such as purchase requisitions assisting with equipment purchases assisting with travel authorizations and payment.
• Responsible for meeting and conference schedulingand planning to include venue negotiation handling arrangements such as producing related publications preparing agendas handling all related correspondence making travel arrangements disseminating information and coordinating loan or rental of equipment catering etc.
• Responsible for scheduling and coordinating arrangements for department visitors and guests including scheduling meetings with department and other institutional faculty travel arrangements reimbursement.
• Act in the absence of management in particular situations as directed by supervisor.
• Interface with faculty students staff and department visitors and guests; answer inquiries and provide authoritative information.
• May assist with approved media activities within the department such as TV crew activities and interviews as directed by supervisor.
• Assist with departmental projects as assigned by supervisor.

EDUCATION/EXPERIENCE

• High school diploma or GED equivalent and two years related experience.
• Associates degree preferred.

SKILLS & QUALIFICATIONS

• Excellent oral and written communication skills
• Proficient use of Microsoft Office and PeopleSoft
• Strong organizational skills with attention to detail
• Ability to work well with numbers and statistics
• Strong customer service skills
• Ability to direct the work of others
• Ability to maintain confidentiality

ESSENTIAL FUNCTIONS

1. Performs a variety of complex tasks to assist or relieve direct supervisor of operational and administrative support activities by managing organizing prioritizing completing and/or delegating work on behalf of supervisor when appropriate and within established guidelines policies and procedures. May sign on behalf of supervisor as delegated.
2. Summarizes the content of incoming materials meeting minutes or other gathered data to assist supervisor with identifying emerging or priority issues.
3. Maintains leaderships or departmental calendar(s). This includes making appointments arranging meetings scheduling departmental activities and arranging travel. Makes arrangements for facilities and audiovisual equipment as needed. Facilitates operational details of department/program/clinic.
4. May interview hire train and direct students or other administrative staff as assigned. This includes advising on new procedures coordinating information and accommodating workload needs.
5. Responsible for screening and referring callers taking messages and routing calls according to procedures. Uses organizational familiarity and discretion to address concerns and escalates to direct supervisor as needed. Provides detailed responses to information requests about programs and activities.
6. Prepares routine to complex correspondence agendas proposals course materials schedules articles meeting minutes reports and other materials. Reviews materials for accuracy and correct format.
7. Provides requested information for special reports/projects by researching files and records retrieving stores data compiling data organizing and presenting information in a usable format such as graphs tables and charts.
8. Assists with businessrelated financial duties such as tracking accounts producing financial reports and providing budget preparation support.
9. Prepares processes and maintains financial operation records such as payroll purchasing and requisitions.
10. Maintains inventory and supplies for department/program/clinic.
11. Performs other related duties as assigned.

WORK ENVIRONMENT

• Clean well lit comfortable office environment
• May be subject to interruptions