Administrative Assistant |
| May 08, 2012 - May 31, 2012 |
| Location: | Minneapolis, MN |
| Exempt/Non-Exempt: | Non-Exempt |
| Employment Type: | Full Time |
| Department: | Chronic Disease Research Group |
| Description: | Effectively and accurately perform administrative duties. Effectively and willingly act as liaison with other personnel at Chronic Disease Research Group (CDRG) and elsewhere. |
| Duties: | Effectively and accurately perform administrative duties.
Provide support in maintaining calendars and serve as intermediary for selected e-mail and telephone communications.
Assist in the development and maintenance of electronic and paper records of: biographical sketches of investigators, published scientific articles, scientific manuscripts in progress, grant proposals, client contracts, contracts between University of Minnesota and MMRF, calendars (as requested), and subscription and professional membership renewals.
Coordinate and support meetings and conference calls including meeting set-up, agenda setting and distribution, food ordering, handout preparation, room set-up, attendance, and minute-taking.
Assist with proposal preparation and in formatting presentation Power Point slides and Word documents.
Arrange for travel needs: organize calendars, make airline reservations, and ensure hotel and rental car availability, secure meeting locations, and complete paperwork for reimbursement.
Conduct literature searches within scientific, peer-reviewed databases, retrieve electronic and paper publications, and maintain Reference Manager databases.
Support staff in tracking and fulfilling external requests for data and standard analytic files.
Perform general office functions to include greeting visitors, answering phones, filing, photocopying, mail distribution, and record keeping.
Effectively and willingly act as liaison with other personnel at CDRG and elsewhere.
Effectively and willingly act as backup to other CDRG administrative assistants, as needed.
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| Qualifications: | Any equivalent combination of education and experience that provides the required knowledge and skills is qualifying. Typical qualifications would be vocational/technical training and two years experience; or three to four years administrative support experience.
Bachelors degree and experience working in a medical setting and/or research environment preferred.
Requires interaction with a diverse population. Exhibits professional demeanor, possesses good, interpersonal communication skills, strong customer-service attitude and effective telephone etiquette. Ability to maintain confidentiality. Demonstrates effective work habits and organizational skills. Ability to work independently with minimal supervision, set priorities, attend to details, problem solve and manage time effectively. Ability to work under deadline pressure when necessary and be flexible. Proficiency in common spreadsheet, word processing and presentation software applications with ability to learn other software programs as needed. Knowledge of basic office procedures and ability to operate and troubleshoot basic office equipment. Ability to understand oral and written instructions. Strong proofreading skills. Displays high standards with regard to attendance and punctuality. |
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