Stays informed of activities relating to University programs and initiatives, apprising the faculty of issues when deemed necessary.
Provides high-level, complete, strategic oversight of schedule and engagements including triaging and confirming internal and external invitations; develops and communicates agenda and meeting expectations; and leads follow-up with meeting participants for resulting deliverables.
Coordinates information flow from executive's office, representing the executive to other University executives, other University offices and outside agencies.
Resolves routine and complex inquiries.
Stewards relationships with high-profile funders, donors, and potential donorsÂ on behalf of the faculty member; assists with coordination of faculty memberâ™s work with outside institutions, and government agencies.
Manages speaking and media requests for domestic and international events. This includes screening requests, accepting via email or through form submissions from website (e.g. for interviews, speeches).
Coordinates complex domestic and multi-country international travel arrangements for faculty member including associated visa(s), airfare and ground transportation, hotel, and payment and/or reimbursement, according to faculty memberâ™s preferences.
May coordinate research support, including recommending various personnel actions related to research staff including but not limited to hiring, performance appraisals, and promotions, determining work priorities and scheduling workflow to meet deadlines and ensuring accuracy and timeliness of work.
Schedules and organizes BFI Council meetings, creating agendas, coordinating logistics, taking minutes, and providing meeting facilitation.
Monitors faculty memberâ™s internal and external communications to maximize research impact and exposure.Â Handles sensitive written and telephone communications effectively in a professional manner at all times; answers, screens, and directs communications with utmost courtesy, professionalism, and confidentiality.Â Composes and edits emails, letters, memos, reports and meeting agendas. Monitors faculty memberâ™s website, course sites and special websites for specific events or research.
Manages faculty memberâ™s day-to-day expenses and reconciliations of expense reports and works in collaboration with the finance administrator with soliciting and processing travel reimbursements, honoraria and other internal and external receivables, to ensure timely dispersal of obligated payments using GEMS.
ManagesÂ faculty discretionary account. Orders supplies and equipment using Buysite.Â
Guides projects from onset to completion, with a particular focus on the faculty memberâ™s many external, internal, and publication related deadlines, accountable to ensure deadlines are monitored, and met on time. May be responsible for obtaining permissions and copyright registrations.
Organizes on and off-campus meetings including lab meetings, dinners, workshops and other special events. Coordinates speakers, handling all travel arrangements and reimbursements using E Payment; handles speakerâ™s itinerary; makes room reservations in ASTRA, arranges for ground transportation.
Prepares faculty annual report using Interfolio. Prepares and coordinates letters of recommendation for graduate students and postdocs.
Creates lecture materials and schedules Zoom calls for graduate classes taught by the faculty member.Â Prepares PowerPoint presentation materials and exams.
Assists with processing faculty recruitment cases as needed.
Provides confidential and high-level administrative support for a leader. Stays informed of activities relating to University programs and initiatives, apprising the leader of issues when deemed necessary. Coordinates information flow from leader's office to University. May staff Board of Directors meetings. Relieves leaders of administrative responsibilities.
Prepare special reports and summaries, assists in managing daily operation of the office, and may assist in developing administrative goals and policies. Maintains the leader's calendar, exercising considerable discretion and judgment as to priorities and effective use of the leader's time.
Coordinates special projects as directed by the leader. Prepares write ups for recommendations for operational and administrative problems. May manage a portion of the leader's budget, monitoring and reconciling accounts. Prepares financial and/or administrative reports.
Performs other related work as needed.
Four-year bachelorâ™s degree in a related field.
At least 7 years of experience providing administrative support. Experience supporting faculty.
Experience in calendaring, planning special events, and scheduling complex appointments and high-profile meetings.
Experience in coordinating complex domestic and international travel.
Experience obtaining visas for international travel.
Familiarity with University financial policies and procedures and with domestic and international tax regulations.
Technical Skills or Knowledge:
Proficiency in Microsoft Outlook, Excel, PowerPoint, and Word.Â Â Experience in project management.
Demonstrated knowledge of University financial systems â“ GEMS, Buysite, and purchase order (PO) process.Â
Excellent organizational and analytical skills with high-level of accuracy and sharp attention to detail.
Superior interpersonal skills and the ability to work effectively with a wide range of individuals and constituencies in a diverse professional environment.
Demonstrated excellence in written and verbal communication.
Handle highly confidential and sensitive materials and situations.
Effectively manage a heavy workload, competing priorities, and tight deadlines.
A quick, self-learner with ability to initiate, organize, prioritize and complete multiple, high-level projects; meet tight deadlines; and work effectively with minimal supervision in a fast-paced environment.
Demonstrated ability to anticipate and respond to future needs.
Works well independently and in a team environment.
Use appropriate resources and follow an issue through to resolution.
Demonstrated sound judgment with the ability to solve problems and make effective decisions.
Cover Letter (preferred)
Three Professional References Contact Information (required)
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