Administrative Assistant Ii

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Administrative Assistant II
The Candidate will be responsible to provide attentive, responsive and positive customer service to internal and external visitors and guests, creating a welcoming environment in the office suite; respond to inquiries regarding office practices, policies and procedures; refer complex questions to the appropriate staff person. Perform a wide variety of administrative support activities, such as: maintain calendars, schedule and coordinate meetings, following up on dates, times, attendance agendas; provide meeting minutes and follow up on action items; compose written documentation and correspondence; create spreadsheets and presentations; manage filing system, create files and records as necessary; prepare special reports, summaries or replies to inquiries, researching and selecting relevant information from a variety of sources; assist with division staff searches; update websites; oversee divisional input to University's evaluation and assessment tool. Act as divisional Human Resources Master (HR Master), working with the State Human Resources Office on facilitation of divisional New York State employee actions. Coordinate University limited submission proposal process and internal grant programs; provide assistance with submission of proposals to external sponsors, following up on status. Coordinate the Advisory Committee on Scholarship and Research (ACSR) annual schedule including activities related to organized research centers and institutes, tracking receipt of annual reports and following up in a cordial manner of reports due; coordinating the annual call for new centers, and organized research center external review program. Serve as the Pre-Award and Compliance System (PACS) administrator, ensuring organizational hierarchy is current and reflective of the campus chart of accounts, approval workflows represent current departmental hierarchy with appropriate signatories, and assign appropriate rights and roles for user access. Serve as the Building Administrator for the Biotechnology Building, working closely with Physical Facilities and other appropriate administrators to insure a secure and functioning research infrastructure, train alternate building administrator. Organize and facilitate conferences and special events; coordinate communication, assemble necessary materials, oversee registrations, manage logistics. Coordinate and prioritize multiple projects, taking direction from multiple sources and working independently without reminder. Schedule and coordinate travel arrangements, prepare itineraries, compile necessary documentation for record keeping and reimbursements. Establish and maintain effective working relationships with other organizational units on and off campus.

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