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Faculty Administrative Assistant (Administrative Assistant II)
  • Job Number: 24228
  • Functional Area: Administration
  • Department: Koch Inst - Integrative Cancer Research
  • School Area: VP Research
  • Employment Type: Full-time (Hybrid)
  • Employment Category: Non-Exempt
  • Visa Sponsorship Available: No
  • Schedule:


Job Description

FACULTY ADMINISTRATIVE ASSISTANT (ADMINISTRATIVE ASSISTANT II), Koch Institute (KI) for Integrative Cancer Research, to provide complex administrative and programmatic support for two busy faculty members and their laboratories.  Responsibilities include calendar management; editing reports and preparing correspondence/documents; keeping principal investigators’ bio-sketches current; arranging travel and reimbursements; coordinating meetings, seminars, conferences, sponsor visits, and other events; creating, editing, and finalizing PowerPoint presentations; handling telephone calls; coordinating with KI’s headquarters staff on finance, outreach/communications, and HR initiatives, including hiring, visa appointments, and onboarding; coordinating with appropriate School of Science departments on student-related matters; helping prepare manuscripts and other publications; ensuring acknowledgement of funding; helping prepare teaching schedule and materials for four courses; working with lab assistants/managers on ordering supplies, checking research grant balances, and reviewing monthly accounting statements; scheduling quarterly financial meetings; maintaining a journal library; updating lab websites; troubleshooting problems; and handling a variety of other duties.   

Job Requirements

REQUIRED:  high school diploma or its equivalent; at least three years’ administrative, office, or related experience; excellent problem-solving, interpersonal, and written and oral communication skills; willingness to work on special projects as needed; ability to compose memos and correspondence; tact, discretion, and good judgment with sensitive/confidential information; advanced-level proficiency with Mac OS, Microsoft Office, Excel, PowerPoint, FileMaker Pro, web and graphic design software, and email; experience working in an academic environment with multiple supervisors; and ability to manage multiple competing priorities and meet deadlines despite frequent interruptions, anticipate needs and track work in progress, and work both independently with minimal supervision and as part of a team. PREFERRED: bachelor’s degree, experience working in a lab, and exposure to assisting with or supporting budget management activities in an academic setting.  Job #24228-5

7/17/24