Administrative Assistant III (Hybrid) - Office of the Vice Chancellor for Research (OVCR)

Scheduled Hours

37.5

Position Summary

The purpose of this position is to provide a wide range of administrative support and assistance to the Assistant Vice Chancellor for Research Integrity and Ethics (AVCRIE) department; supports the AVCRIE by managing complex calendars and events on behalf of the AVCRA and helping to assure the smooth operations of the department; and provides support to the various compliance programs in the department and corresponding faculty committees. This position produces documents, reports, forms, correspondence, presentations using various other software tools and serves as the customer contact for faculty, staff and external customers such as sponsoring agencies, regulatory bodies, and other universities.

Job Description

This position is a hybrid work environment (i.e., combination of remote work and at the business site).

Primary Duties and Responsibilities

• Schedules, prioritizes, and maintains daily appointment calendar for the Assistant Vice Chancellor and other individuals as directed. This includes facilitating the coordination of complex meetings, projects, events, lectures and site visits with internal stakeholders as well as external stakeholders (e.g., by corporate, government and other university officials as well as regulatory and sponsor site visits).
• Provides support to the various compliance programs in the department and corresponding faculty committees: manages communications and follow-up; completes data entry; tracks activities and monitors for completeness. Responds to programmatic questions and inquiries, internally and externally, by providing additional information or directing to appropriate offices, which requires exercising discretion, initiative and independent judgment and highly developed customer service skills. 
• Prepares a variety of materials and reports, including gathering information and data to create various documents, presentations, confidential reports and other correspondence with responsibility for accuracy, format, arrangement of attachments, correct spelling and grammar.
• Collaborates with other department administrative support personnel to assure efficient operations of the department and to address general suite related inquiries.
• Schedules and coordinates all travel arrangements including transportation, lodging, registration and visas/passports as required. Prepares travel expense reports and reimbursements, as necessary. Supports the purchasing activities of the office including supply orders, travel reports, catering needs, etc.; assists with employee onboarding and departures; copies, and distributes correspondence and other materials to department staff, as needed.
• Performs other duties as assigned.

Preferred Qualifications

• Experience in an academic or medical office setting. 
• Two years of college or business school training.
• Previous experience with the University’s purchasing system and requirements.
• Strong computer skills with advanced knowledge of Word, Excel, Meeting Maker and PowerPoint.
• Professional interpersonal, communication and organizational skills with a commitment to serving students, faculty and external constituents.
• Ability to handle public contact and deal discretely with confidential matters.
• Ability to function in a team atmosphere, ability to prioritize work and handle multiple assignments with frequent interruptions.
• Ability to work independently and actively solve problems.
• Ability to exercise sound judgment and make independent decisions.
• Ability to learn quickly and adjust to changing priorities and workflow.

Required Qualifications

• High school diploma or equivalent high school certification.
• Three years of related experience.

Grade

G08-H

Salary Range

$21.17 - $32.85 / Hourly

The salary range reflects base salaries paid for positions in a given job grade across the University. Individual rates within the range will be determined by factors including one's qualifications and performance, equity with others in the department, market rates for positions within the same grade and department budget.

Questions

For frequently asked questions about the application process, please refer to our External Applicant FAQ.

Accommodation

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