Administrative Assistant III

Perform administrative support duties of a complex nature in support of departmental or divisional activities to relieve supervisor of clerical and administrative responsibilities and to maintain efficiency of departmental or divisional office operations.

A major responsibility is to ensure accurate timely (monthly) departmental billing to investigator grants and other department accounts. Data entry, trial invoices, trail “closes” and end of period billing completion (“closes”). Billing data includes animal sales, separation of cages charges, animal housing census charges, service charges, and sale of materials and supplies.

• Must fulfill duties of all previous grades;
• Ensure accurate timely (monthly) departmental billing to investigator grants and other department accounts. Data entry, trial invoices, trail “closes” and end of period billing completion (“closes”). Billing data includes animal sales, separation of cages charges, animal housing census charges, service charges, and sale of materials and supplies.
• Assist investigators and other Department Administrators with billing inquiries.
• Works with IAS husbandry supervisors and office staff to ensure that periodic animal census counts and per diem charges are accurate.
• Answer telephones and provides appropriate information to callers, take messages and transfers calls; schedule appointments and meetings and maintain calendars;
• Screen and route mail and documents; determine which to respond to or which to bring to supervisor's attention based on content of communication and knowledge of departmental programs and activities;
• Assist in coordination of conferences and special events. Activities may include preparing the agenda, arranging meeting facilities, making travel arrangements, and handling supplies and refreshments, as needed;
• Assist with the coordination of all office functions;

• Independently prepares non-routine correspondence for supervisor;
• Set up, organize and maintain complex electronic and/or paper divisional or departmental files of records, reports and correspondence required for reference and efficient operation of division or department; maintain up-to-date procedural manuals, directives, and related records; compile and summarize data and assist in preparing regular and special reports requiring analysis and evaluation of data; review reports received for supervisor; check and compare with source documents and bring significant items, changes, errors or omissions to the attention of the supervisor.
• Maintain records of expenditures; monitor budgets and notify supervisor of potential problems, particularly regarding departmental billing.
• Assist in procurement and payment processes; utilize computer based programs to submit and track supply orders, requisitions, reimbursement forms for business expenses, vendor invoices, consultant agreements, work orders, etc.;
• Provide administrative and programmatic support for department/division operated programs, i.e. clerkships;
• Assist in the coordination of department/division related activities including but not limited to the grant application process, onboarding of new personnel, volunteer applications, etc.;
• Assesses urgency of mail for supervisor;
• Take meeting minutes and notes as required;
• Place animals from expiring protocols onto the IAS holding protocol and return the cages once the expired protocol has been renewed; 
• Perform other related duties as assigned;

High School Diploma and 4+ years of secretarial experience is preferred.

• Must possess strong knowledge of Microsoft Word, Outlook, and Excel. Basic knowledge of PowerPoint. May use other web based programs as assigned. Must routinely work in the department’s cloud-based business software programs (e-Sirius Cayuse)
• Must demonstrate good judgment, initiative and attention to detail
• Must be able to effectively track time and resources to prioritize own work assignments. Note: IAS billing is a major time sensitive function. Period closes (billing) is performed monthly. IAS bills out approximately $8M annually.
• 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 interact extensively with investigators and other academic department administrators to show them how to view trial invoices, re-assign expenses to different accounts (prior to close), correct problems, etc.
• Must possess high degree of familiarity with College and departmental/ divisional policies, procedures and practices;
• Uses independent judgment when responding to inquiries.

In compliance with NYC's Pay Transparency Act, the hourly rates for this are listed below. This rate is based on the 1199 bargaining unit contract.

29.01

29.54

30.77

USD $29.01/Hr.