Job Title
:
ADMINISTRATIVE ASSISTANT
Reference Code:
060283
Job Type (FT/PT):
FULL TIME
Department:
ENVIRONMENTAL HEALTH & SAFETY
Minimum Hourly Salary Range
:
Compensation will be commensurate with experience.
Midpoint Hourly Salary Range
:
Compensation will be commensurate with experience.
Requirements:
HIGH SCHOOL DIPLOMA OR EQUIVALENT WITH TWO YEARS COLLEGE OR BUSINESS SCHOOL. FIVE YEARS RELATED ADMINISTRATIVE/SECRETARIAL/FINANCIAL EXPERIENCE PREFERRED. PROFESSIONAL APPEARANCE AND DEMEANOR REQUIRED. ABILITY TO DEAL WITH DIVERSE POPULATIONS AND CONFIDENTIAL MATTERS WITH DISCRETION AND SENSITIVITY ARE NECESSARY. MUST BE ABLE TO WORK UNDER PRESSURE AND ADHERE TO SHORT DEADLINES. WILL BE EXPECTED TO PLAN, PRIORITIZE AND EXECUTE MULTIPLE TASKS. PROFICIENCY WITH COMPUTERS AND SOFTWARE SUCH AS MICROSOFT WORD, ACCESS, EXCEL AND POWERPOINT. EXPERIENCE WITH HUMAN RESOURCES MANAGEMENT SYSTEM (HRMS) AND FINANCIAL INFORMATION SYSTEM (FIS) IS PREFERRED. HANDLE ATTORNEY-CLIENT PRIVILEGED AND CONFIDENTIAL INFORMATION ENSURING ALL DOCUMENTS ARE SECURE. ABILITY TO WORK WELL INDEPENDENTLY AND AS A TEAM MEMBER. FOLLOW ETHICAL AND FIDUCIARY RESPONSIBILITIES AS OUTLINED IN WU FINANCIAL AND HUMAN RESOURCE POLICIES AND PROCEDURES. POSITION IS FULL-TIME; 40 HOURS PER WEEK. LOCATION IS SCHOOL OF MEDICINE CAMPUS.
Job Description:
POSITION PROVIDES DIVERSIFIED ADMINISTRATIVE, CLERICAL AND FINANCIAL BACK-UP SUPPORT FOR THE ASSISTANT VICE CHANCELLOR AND 23 STAFF MEMBERS. DEPARTMENT ADMINISTRATIVE SERVICES INCLUDE: COORDINATION OF OFFICE FUNCTIONS AND ADMINISTRATIVE SERVICES; SCHEDULING, PRIORITIZATION AND MAINTENANCE OF DAILY APPOINTMENT CALENDAR AND MEETINGS FOR ASSISTANT VICECHANCELLOR; COORDINATION OF SPECIAL PROJECTS FOR THE DEPARTMENT; COMPOSITION AND TYPING OF A VARIETY OF MATERIALS, INCLUDING LETTERS, MEMOS, CONFIDENTIAL REPORTS AND OTHER CORRESPONDENCE WITH RESPONSIBILITY FOR FORMAT, ARRANGEMENT OF ATTACHMENTS, CORRECT SPELLING AND GRAMMAR AND DISTRIBUTION OF SUCH DOCUMENTS; ATTENDANCE AT MEETINGS AND RECORDING AND DISTRIBUTION OF MINUTES; SCHEDULING AND COORDINATION OF TRAVEL ARRANGEMENTS INCLUDING LODGING, FLIGHT SCHEDULES, CAR RENTAL AND EXPENSE REPORTS FOR ASSISTANT VICE CHANCELLOR; MAINTENANCE OF ADMINISTRATIVE OFFICE FILING SYSTEM BY ENSURING FILING IS WELL ORGANIZED AND DOCUMENTED;RESPONSIBILITY FOR FILING EH&S CORRESPONDENCE INCLUDING REGULATORY INFORMATION AND REPORTS REQUIRED BY GOVERNMENTAL AGENCIES; SCHEDULING AND COORDINATION OF SPECIAL PROGRAMS, EVENTS, LECTURES, AND VISITS BY REGULATORY AGENCIES; ANSWERING PHONE, SCREENING AND ROUTING CALLS PROVIDING INFORMATION IN ACCORDANCE WITH DEPARTMENT POLICY; OPENING, SCREENING, SORTING, AND PRIORITIZING INCOMING MAIL AND DISTRIBUTION OF CORRESPONDENCE AND OTHER MATERIAL TO ASSISTANT VICE CHANCELLOR; MONITORING OF PETTY CASH; ASSISTANCE WITH COPYING AND COLLATING; KEEPING UP-TO-DATE INVENTORY OF ALL COMPUTERS AND EQUIPMENT; APPROVAL OF ALL PRO-CARD TRANSACTIONS; UPDATING OF EMPLOYEE PERSONAL INFORMATION IN HRMS;ASSISTANCE WITH NEW HIRES; AND OVERSEEING OF EH&S FILING AND DOCUMENTATION SYSTEMS, BOTH HARD COPY AND ELECTRONIC. EMERGENCY AND DISASTER PLANNING DUTIES INCLUDE: UPDATING PHONE LIST OF EMERGENCY RESPONDERS AND DISTRIBUTION; ADMINISTRATION OF VARIOUS PLANNING MEETINGS.MAINTENANCE OF SAFETY TRAINING RECORDS, ENSURING SYSTEM IS WELL ORGANIZED. SCHEDULE TRAINING FOR EH&S STAFF REQUIRED TO KEEP STAFF MEMBERS UP-TO-DATE AND COMPLIANT WITH GOVERNMENTAL AGENCIES AS REQUESTED. ASSIST WITH MAINTENANCE OF THE TRAINING DATABASE FOR MEDICAL SCHOOL STAFF. ASSIST WITH MAINTENANCE OF EH&S WEBSITE. CONTINUING EDUCATION, SPACE PLANNING, AND FINANCIAL/ADMINISTRATIVE BACKUP DUTIES INCLUDE: COORDINATING WITH IT AND TELECOMMUNICATIONS ANY CHANGES IN DATA,PHONE AND FAX LINES; ANSWERING EMERGENCY CALLS AND DISPATCHING EMERGENCY RESPONSE PERSONNEL TO INCIDENT (ACTIVATES SPILL PAGER). NOTIFIES ADMINISTRATIVE PERSONNEL OF MAJOR INCIDENT OR INJURY INCLUDING CHANCELLOR, DEAN, VICE CHANCELLOR, SECURITY, PUBLIC AFFAIRS, AND FACILITIES ASSISTANT DEAN; FUNCTIONING AS BACKUP FOR OTHER KEY DEPARTMENTPERSONNEL, I.E. BUSINESS MANAGER; SETTING UP AND ENTERING OF PURCHASE ORDERS; REVIEWING, VERIFICATION AND ENTERING OF INVOICES AND INTERACTION WITH VENDORS; ENTERING CHECK REQUESTS, PETTY CASH JOURNALS, AND TRAVEL EXPENSE REPORTS INTO FIS; ASSISTANCE WITH SPECIAL PROJECTS AS NEEDED.