Administrative Assistant IV

Coordinate and maintain an efficient office/program operation and perform responsible administrative support duties of a complexnature in support of office/program activities to relieve Administrator and/or supervisors of various administrative responsibilities.
Assist with preparation of materials for grants and contract submissions and ensure that materials are submitted to thefunding agencies according to agency guidelines efficiently and in a timely fashion, including electronic grant submissions.
Assist with preparation of internal forms and acquire necessary signatures for each grant and contract.
Assist with processing Just in Time requests (including updating Other Support)
Answer telephones and disseminate information to callers, take messages and transfer calls to appropriate individuals.
Distribute and/or assign clerical work; determine priorities or work assignments for other clerical staff;
Independently prepare non-routine correspondence. This includes writing to collaborating sites regarding subcontracts andanswering questions about them.
Schedule appointments and meetings;
Maintain records of expenditures; monitor budgets and notify supervisor of potential problems;
Compile data for regularly recurring budgets;
Prepare data for general reports, i.e., attendance, purchases and other reports as required;
Obtain and provide complex data and information. This includes grants submitted, pending, funded; direct and indirectbudget $ amounts.
Set up and maintain files;
Take meeting minutes and notes;
Coordinate the processing of volunteer applications, collect and submit documents in support of visa applications, as well ascoordinate the general onboarding of new personnel
Assist administrator/supervisor in planning and implementing office/program development based on knowledge of currentoffice/program operations.
Coordinate all office functions.
Resolve office problems independently and facilitate solutions; confer with supervisor to resolve more complex situations.
Make necessary arrangements in connection with scheduled meetings including travel arrangements and refreshments;
Utilize computer based programs to submit purchase orders, check requests, personnel status forms, position requisitionforms, petty cash vouchers, reimbursement forms for business expenses, work orders, etc.;
Order supplies, as needed;
Perform other related duties as assigned.

Qualifications

High School Diploma and at least 5 years of administrative support experience is required. Equivalent combinationof education and experience will also be considered.
Skills and Competencies
Must possess strong knowledge of Microsoft Word, Outlook, Excel and PowerPoint. Basic knowledge of MSAccess. Working knowledge of Research Administration software (Cayuse) preferred. May use other web based programs as assigned
Must demonstrate good judgment, initiative and attention to detail
Must be able to effectively track time and resources to prioritize own work assignments
Must be able to work independently and produce quality work from conception to completion on assigned projects
Must possess strong customer service, communication and organizational skills
Must possess high degree of familiarity with College and departmental/ divisional policies, procedures andpractices;
Uses independent judgment when responding to inquires
NIH grant experience is preferred.
Scope of Responsibility
This position will liaise with various internal departments and may be required to have frequent external contact
May be required to coordinate work assignments as directed
Coordinate day to day office activities and department/division specific projects