Administrative Assistant- Lab Animal Resources

Department:

RSC Lab Animal Resource (LAR) Administration

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Facility Director

Position Title:

Administrative Assistant- Lab Animal Resources

Job Family Group:

Professional Staff

Job Description Summary:

Assistant to an administrator (director or above), including scheduling and sending correspondence on behalf of the administrator and/or department. Prepares project and grant budgets for use in planning, policy making and program evaluation. Compiles information, prepares reports and is involved in implementing departmental policies.

Job Description:

Key Roles and Responsibilities:

• Serve as the primary point of contact for LAR. Manage day-to-day front office movement, welcome visitors, answer main phone line, provide dock and vendor assistance, and assist research staff as needed. Keep office equipment functional, distribute mail and handle correspondence. Maintain office supplies both tracking and procurement. Maintain LAR shared inbox, respond to or triage email inquiries for leadership and route emails as needed.
• Manages calendars of key individuals in leadership with strong attention to detail. Schedule meetings, trainings, etc. as well as reserve appropriate spaces. Maintain system calendars including meetings and employee absences. Make travel arrangements and coordinate schedules in accordance with required policies and procedures.
• Work with HR on recruiting and scheduling candidates. Coordinate schedules and point of contact for new employee orientation and initial onboarding. Assist training coordinator with training, scheduling, badge, and key access to LAR.
• Track projects and ensure requests for information and reports are met on time. Support efforts to improve efficiency through data collection and analysis.
• Support the establishment and implementation of compliance and office standard operating procedures. Compile data and produce reports relative to regulatory issues as needed. File archiving (electronic and hard copy), filing and copying animal medical records, USDA records, OHSA records, facility management records, training records, and IACUC records as needed.
• Manage PI requests for non-conventional items.
• Assist with the implementation of new software and systems. Work with IT on technical issues within the department and is designated Account Requestor. Manages My Identity for LAR.
• Coordinate coverage with other individuals in front office. Provide backup support for Census coordinator for reconciling and keying census data into the department's facility management system.
• Other administrative duties and special projects as assigned by the Senior Director of Laboratory Animal Resources

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. It is only a summary of the typical functions of the job, not an exhaustive list of all possible job responsibilities, tasks, duties, and assignments. Furthermore, job duties, responsibilities and activities may change at any time with or without notice.

Required Qualifications

Education: High school diploma or GED

Work Experience:

• 4 years of relevant work experience.
• Understanding and adherence to government and private compliance regulations.
• Experience working in a governmental or large corporate environment.
• Computer experience using Microsoft Office Suite applications.
• Excellent communication as evidence by application materials.

Preferred Qualifications

Education: Bachelors degree in Business Administration.

Work Experience:

• Experience with E-mail software and data management programs.

Skills:

• Excellent organizational, public relations, multi-task management skills.

Required Documents

Resume

Cover Letter

Comprehensive Benefits Package:

Coverage begins on day one for health, dental, and vision insurance and includes health expense accounts with generous employer contributions if the employee participates in a qualifying health plan. Employer-paid life insurance, long-term disability insurance, and various additional voluntary insurance plans are available. Paid time off, including vacation and sick, begins accruing upon hire, plus ten paid holidays. One paid discretionary day is available after six months of employment, and paid time off for bereavement, jury duty, military service, and parental leave is available after 12 months of employment. A retirement program with a generous employer contribution and additional voluntary retiremen