Administrative Assistant I Gastroenterology

PRINCIPAL DUTIES AND RESPONSIBILITIES:

SCHEDULING

1. Work closely with the PI and team to handle the business calendar. This will include coordinating recurring group meetings both on- and off-site, including securing transportation, room locations and catering, as required. Will also organize trans-continental meetings either via phone or videoconference.
2. Coordinate domestic and international travel arrangements for the PIs, including flights, hotel and ground transportation, and associated visa paperwork. Process and track travel expenses and invoices.
3. Coordinate arrangements for visiting speakers and prospective candidates. This includes greeting/escorting candidates, arranging travel, hotel and meal accommodations, as well as expense reimbursement. Coordinate on-site arrangements for conferences/meetings as directed.

EVENTS

4. Participates in organizing symposia, workshops, and special events as required: venues/conference rooms booking, registration, catering, print out of agendas, hotels booking and transportation for speakers, processing honoraria and event expenses, invoices from vendors etc.

OFFICE SUPPORT

5. Organize and address routine correspondence, maintaining hard and soft files, performing literature searches, gathering incoming mail and distribute/respond as appropriate.
6. Track all invoice activity, including generating purchase orders and following up on unpaid invoices.
7. General administrative duties for laboratory members will include preparing FedEx shipments, ordering office supplies, maintaining computer hardware/software inventory, including purchasing upgrades for both as required.
8. Assist Project Manager and Finance Manager with general requests.
9. Organize, maintain and develop office files, directories, listings (may include grants, manuscripts, reprints of journal articles, CVs, biosketches, photographs, protocols, office forms, research information, etc.) as necessary for the operation of the offices.
10. Track and facilitate timely preparations and scheduling of Annual Career Conferences and Annual Performance Appraisals for faculty and staff of the Korzenik lab/Resnek Center.
11. Coordinates with the Project Manager and PI to complete paperwork for hiring, promotions, visa, onboarding processes for new employees, faculty, research fellows, and trainees.
12. Maintain up to date records on bench and desk assignments.
13. Assists with MTAs submissions.
14. Keep track and maintain timely updates for the PIs interaction with industry files, prepares files for COI submissions.

GRANTS, PUBLICATIONS

15. Work closely with the PI and project manager to prepare grants applications, including research descriptions, updating biosketches and other support. Will assist in coordinating the internal approval process for grant applications.
16. Assists with annual, interim, and final progress reports.
17. Keep track and work on publications compliance.

WEBSITES, SOCIAL MEDIA
18. Keep the websites up to date under the direction of the Project Manager and PI.

OTHER
20. Serve as back up to the Project Manager, as well as other administrative team members, as required.
21. Other duties and special projects as assigned.

QUALIFICATIONS:
* HS Diploma/GED or Bachelor's degree.
* Minimum 1 year of comparable level administrative support experience required.

SKILLS/ABILITIES/COMPETENCIES REQUIRED:
* Proficiency in Microsoft Office Software packages.
* Good writing skills including knowledge of grammar as well as spelling and punctuation
* Ability to prioritize in order to meet deadlines
* Excellent organization, communication and interpersonal skills
* Experience with computers and word-processing software
* Ability to carry out responsibilities accurately and independently
* Mature and professional manner, discretion and confidentiality a must