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Administrative Assistant

Department: Research Institute in Aging Effective Date: April 2006
Grade: USG 04 Reports to: Director of the Research Institute for Aging

General Accountability

The Administrative Assistant reports to the Director of the Research Institute for Aging, and provides confidential administrative support to the RIA

Nature and Scope

The Administrative Assistant provides general secretarial support to the Director and other RIA members as required; provides information and orientation to visitors; gathers relevant information and documents, under direction, and/or compiles data from a variety of sources; performs a wide variety of typing assignments which may be confidential in nature and require research to complete; operates a personal computer to compose, edit, revise, tabulate, and print letters, tables, documents, reports and other materials;  prepares documents and correspondence requiring some knowledge of medical terminology and document formats, such as contracts briefs, policies, and motions. Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community are essential components of this position.

 The individual is responsible for ordering supplies and equipment for the Institute and for organizing and advertizing events (e.g., seminars, retreats etc.). Therefore a working knowledge of account bookkeeping will be an asset.

 As the mandate of the Institute is to carry out basic and applied research, this entails the production of scientific and lay publications and presentations. Therefore, an excellent working knowledge of power- point, is essential.

Statistical Data

Specific Accountabilities

1.  Word processing of research papers and grants etc. for assigned Institute members.  Photocopying will be carried out as required.

2.  Responsible for establishment, maintenance, processing, overseeing, and upkeep of files, correspondence, databases, records, ethics reviews, grants, certificates and other documents.

3.  Provide follow-up with appropriate agencies and individuals, under direction, to ensure compliance with agreements and interact with various University Departments and other private agencies.

4.Schedule appointments and perform other duties related to maintaining the Director’s schedule; may schedule and coordinate meetings and conferences, including travel and lodging arrangements, facilities, and vendor and conference participant payments.

5.  Greeting visitors, answering phone calls and the handling of routine inquiries in person, by phone or e-mail.

6.  Responsibility for the neat and professional appearance of bulletin boards, reception area and photocopy/supplies room, including the disposal of recyclable materials.

7. Responsibility for coordinating room bookings for Institute seminar room.

8. Arranges teleconferences with local, regional, national, and international firms and constituencies as appropriate.

9. Opens and routes Institute mail as appropriate; serves as receptionist for the Institute.

10. Perform bookkeeping and purchasing functions as required.

11. May lead, guide, train staff and graduate student employees performing related work; may participate in the recruitment of staff, as appropriate to the area of operation.

12. Ability to record and transcribe meeting minutes.

13. Skill in assessing internet information services.

14. Minimum intermediate skill level with computer applications including the following: Microsoft word, word perfect, Excel, PowerPoint, (and able to learn Novell Groupwise).

15. Perform miscellaneous job-related duties as assigned by the Director.


Working Conditions

The successful candidate will be located at RBJ Holdings Inc. 325 Max Becker Drive, where the RIA is temporarily housed.