Administrative Assistant
Position Description
Under minimum supervision, perform highly complex and diverse administrative functions in support of the Environmental and Climate Sciences Department (ECSD) staff. The ideal candidate will be a fully engaged self-starter, able to work independently while managing evolving and often simultaneously competing tasks and priorities with minimal supervision and a high level of professionalism, discretion, and initiative. As an integral member of the department, the incumbent must be a team player, liaison to business and operations divisions, and a knowledgeable resource to the members of the Department. Solution-oriented critical thinker will be organized and possess sound judgment and decision-making skills and be able to work in a diverse environment. This position has a high level of interaction with an international and multicultural scientific community.
Essential Duties and Responsibilities:
- Serve as Procurement Liaison to oversee the processing of requisitions throughout the lifecycle, and assist in the preparation of documentation and managing subcontract and service contracts.
- Serve as Proposal Liaison, reading proposal calls and assisting PI’s with proper formatting and coordinaton of proposal material; route proposals for internal review and approval; and act as the liaison between ECSD staff and the Proposal Center.
- Serve as the Guest Information System (GIS) Administrator, registering guests, assisting Hosts with ensuring guests are properly onboarded; tracking the Department’s guest appointments and coordinating extensions when necessary.
- Handle HR related matters associated with hiring, managing term appointments, administering and approving Pay Contracts for collaborators and consultants.
- Lend support as needed for the processing of domestic and foreign travel authorizations and expense reports, purchasing, publications, and seminars.
Position Requirements
Required knowledge, skills and abilities:
- At least (8) eight years of experience in substantive and relevant administrative work.
- A Bachelor's degree in a business field with relative coursework may offset qualifying experience on a basis of 2:1 (experience:college) years.
- Skills and abilities must include: Time management and multi-tasking; organization and planning; verbal and written communication; information gathering and monitoring; problem analysis and problem-solving; judgment and decision-making ability, initiative, and confidentiality.
- Computing Proficiency to include Microsoft Office Suite, PeopleSoft HR/Financials or similar HRIS/Financial Management systems, and electronic processes.
- Self-motivated, resourceful, and organized, taking ownership of all assigned work.
- Applies independent judgment that demonstrates the ability to prioritize and effectively deal with deadlines.
Preferred Knowledge, Skills and Abilities:
- Experience working within a Scientific environment
- Experience coordinating research proposal reviews
- Experience assisting with talent acquisition activities such as processing requisitions
- Experience processing travel and expense reports