Faculty Assistant

The Faculty Assistant in the Department of Molecular Biology is expected to provide high level administrative support to four to six faculty members and their laboratories. This individual will be responsible for general administrative duties such as planning and organizing travel and schedules, ordering equipment and supplies, tracking purchases, processing expenses, supporting the grant proposal process, assisting in academic and teaching duties, and preparing necessary correspondence. The Faculty Assistant helps to facilitate the ongoing needs of the faculty so that the faculty can focus on our science and teaching mission.

• Support the Associate Chair of the Department of Molecular Biology, including scheduling meetings and tasks related to core facility management.
• General administrative duties such as planning and organizing travel, and managing the faculty members' schedules.
• Order equipment and supplies, track purchases, and process expenses.
• Recommend and provide initial training and ongoing training of Faculty Assistants within the department. This includes not only recommending the Learning Center course offerings required for this role, but training on internal department tasks as well. Develop and maintain a checklist of required trainings that Faculty Assistants should complete initially, as well as courses that Faculty Assistants should take as they progress in their roles. Provide coaching and assistance for upwards of 6 months post-hire to new Faculty Assistants. Coordinate with the personnel manager on additional trainings that Faculty Assistants need as the University adopts new administrative and financial systems.
• Coordinate and partner with the Purchasing Department and Finance:
  • Train administrative staff on Marketplace purchases and provide back-up when there are staff shortages.
  • Pilot tester for any new purchasing/finance initiatives.
  • Point person on troubleshooting issues with University systems (ex EShipGlobal and invoice processing) before those systems are introduced to other Faculty Assistants.
  • Primary Faculty Assistant liaison with department's purchasing manager and senior staff.
  • Independently streamline internal protocols for buying goods and services.
• Support the grant proposal process for 4-6 faculty. Assist in academic and teaching duties, and prepare necessary correspondence.

• Bachelor's Degree or equivalent.
• 5+ years work experience.
• Proficiency with Microsoft Office Suite including Word, Excel, Outlook and PowerPoint.
• Strong proofreading and editing correspondence, reports and other documents, as well as experience in web site updating.
• Exceptional interpersonal and communication skills (both written and verbal), including the ability to interact effectively with all members of the University community.
• Strong analytical and problem-solving skills, attention to detail, ability to take initiative and meet firm deadlines.
• Excellent organizational skills, the ability to work independently with a high level of accuracy and energy, manage multiple priorities simultaneously, and exercise discretion in obtaining and providing factual and confidential information.

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