Administrative Assistant IV

Serves as principal administrative assistant to the Associate Chair for Research in the Department of Psychiatry and to other research leaders under the Associate Chair. The assistant provides office management and coordinating support services; manages the implementation of activities related to the Associate Chair’s efforts at building research infrastructure within the department; manages coordination of activities with specific faculty members related to the Associate Chair’s responsibilities (e.g., mentorship, grant reviews, scheduling); serves as a liaison between the Associate Chair for Research and the department’s research administration group; and provides administrative support to the Center for Study and Prevention of Suicide (CSPS).

Responsibilities

Serves as principal administrative assistant to the Associate Chair for Research in the Department of Psychiatry and to other research leaders under the Associate Chair; provides office management and coordinating support services; manages the implementation of activities related to the Associate Chair’s efforts at building research infrastructure; manages coordination of activities with specific faculty members related to the Associate Chair’s responsibilities; serves as a liaison between the Associate Chair for Research and the department’s research administration group; provides administrative support to the Center for Study and Prevention of Suicide (CSPS); manages the time and calendar of the Associate Chair for Research and Co-Directors of CSPS; records minutes of research administrative meetings; schedules, records minutes, and facilitates logistics for CSPS advisory board and strategic planning meetings; compiles, edits, checks for accuracy material for reports, correspondence, publications and speeches; prepares and signs routine correspondence; manages administrative functions for the Associate Chair’s research programs; assists with job descriptions and material related to research staff hiring; assists with documentation related to research trainees; takes the lead in arranging onboarding of research faculty and staff; schedules use of medical center and other university facilities; oversees equipment maintenance and service contracts; schedules events related to activities of the Associate Chair for Research; serves as finance support and property manager for the Associate Chair’s research laboratory; directs preparation of progress reports for grants and contracts; estimates and controls expenditures for supplies and auxiliary services; manages a segment of a research program; compiles data, prepares administrative and statistical reports; plans and makes all administrative arrangements for meetings and special events; gathers and compiles CSPS faculty information in maintaining a database; coordinates the Psychosis Research Group database; other duties as assigned

Requirements

Associate's degree and 2 years of relevant administrative experience required; or equivalent combination of education and experience; ability to maintain confidentiality required; exceptional organizational, time management and administrative skills required; strong communication skills, both verbal and written required; strong technical skills, including a high level of proficiency in Microsoft Office required

Nice to have

Bachelor's degree; Experience with administrative oversight of NIH-funded research; Word Processing; Spreadsheet; Scheduling