Administrative Assistant 3

Administrative Assistant 3 performs the following duties:

• coordinates calendars; maintains critical due-dates list for reports, membership renewals, annual reviews, etc.;
• reviews and responds to phone calls, emails, and paper correspondence; screens and distributes mail;
• schedules, plans, and executes in-person and virtual meetings, conferences, educational programs, seminars and special events including overseeing logistics, catering, space as well as preparing and disseminating meeting agendas and notes/minutes;
• manages special projects as assigned, including assistance with faculty recruitment, Pelotonia fundraising event coordination, and social committee;
• coordinates travel, lodging, and other associated reservations, and prepares honoraria, reimbursements and expense reports; assists with collection of evaluations and feedback for events;
• submits, monitors and documents requests including but not limited to purchases, reimbursements, hiring, onboarding, IT, IDs, building, website, etc. and maintains P-card;
• maintains common areas and administrative areas; monitors reception desk/arrivals; assists with managing space assignments; maintains equipment tracking; organizes and inventories storage of shared supplies;
• drafts and share professional communication including reminders to be distributed internally and outside of the Center; shares internal communication regarding building, events, etc.; creates presentations; maintains distribution lists; tracks publications and presentations; assists with writing and editing documents, including proposals, presentations, reports, CVs, etc.; assists with online and library research; and maintains Endnote bibliographies;and
• other duties as assigned.

High School diploma or GED; Certification or vocational training may be required. Preferred: Associate or bachelors degree

Qualifications Required

2 years of relevant administrative assistant experience required; 4-6 years experience preferred

Function: Business and Planning

Subfunction: Administrative Assistance

Career Band: Individual Contributor - Technical

Career Level: 3