Administrative & Events Assistant

Required Qualifications (as evidenced by an attached resume):

Associate Degree (foreign equivalent or higher). Two (2) years of full-time administrative experience. Experience arranging travel itineraries and scheduling appointments/meetings. Experience planning workshops, conferences, and/or special events. Proficiency in Microsoft Word and/or Google Apps.

Preferred Qualifications:

Bachelor’s degree (foreign equivalent or higher). Four (4) or more years of full-time administrative experience. Experience working in a higher education or in an academic medical setting. Event management experience to include evidence of conception to completion and post event evaluation. Experience with business ledger accounting and/or budget management. Experience with virtual meeting platforms, i.e. zoom, teams, meet, etc. Procurement experience to include ordering supplies and vendor payments. Experience with processing reimbursements and honorariums. Database management experience which may include experience with Wolfmart, Concur, 25Live, OneNote, etc.

Brief Description of Duties:

The Administrative Assistant II will provide administrative support as a key member of the Department of Microbiology and Immunology, assisting with a wide range of activities to support faculty, staff and students. The incumbent will provide administrative support to office operations, Department Administrator and Department Chair. The incumbent must have excellent customer service and interpersonal skills, exercising strong organizational and time management skills with exceptional attention to detail. Essential for this role is the adeptness to work independently as well as part of a team with a collaborative approach to problem-solving.

Event Coordination Management:

• Coordinate the weekly Visiting Professor Seminar Program as well as faculty candidate visits, yearly departmental symposia, monthly faculty presentations and special events.
• Create event checklists. Prepare and distribute agendas, run-of-shows/itineraries, files, links, and other pertinent information to applicable parties.
• Prepare necessary supplies and printed materials for each event (check-in lists, name tags, tent cards, etc.).Assist with vendors and venues and make recommendations to management. Contact various vendors for contracts and pricing. Setup new vendor profiles as needed. Coordinate schedules and maintain departmental calendars to reflect event schedules and room reservations.
• Serve as liaison between the faculty and outside speakers.
• Arrange lecture halls/meeting rooms and technical equipment.
• Coordinate travel, lodging and catering. Initiate reservations for venues, catering, and other vendors.
• Prepare publications and dissemination of seminar and event announcements on departmental listservs and campus-wide distributions. Prepare speaker honoraria and travel/lodging payments and reimbursements.
• Process all procurement transactions. Obtain purchase orders through Wolfmart for special events. Monitor event operating budget; process and monitor payments to all vendors.
• Attend all in-person events to ensure a smooth execution. Assist as directed. Ensure event spaces are appropriately arranged and ready for each event. Act a