Posting Date: February 11, 2013 (Initial)
Reposted: April 16, 2013 Posting End Date: Open Until Filled
(All previous candidates need not re-apply)
Position: Administrative Assistant Location: CAENS/CAS/CVMNAH/IBS
(This is a full-time position)
Position Summary
Serves as the Assistant to the Director/Associate Director, Integrative Biosciences PhD Program by assisting the Director/Associate Director with the following processes.
Essential Duties
? Manage the daily operations of the IBS Office.
? Prepare and process the IBS Student stipend and scholarship payments in a timely manner.
? Develop and maintain files and database for tracking/reporting the status of current and former graduate students in general and those of the IBS program in particular.
? Manage the student selection process including communication and meetings with the Student Selection Committee.
? Assist the Director in budget fiscal management related to the graduate school and IBS program, including maintaining records of requisitions, purchase orders, project budgets, check requests and other fiscal matters.
? Handle the procurement and maintenance of office supplies and the IBS Computer Lab.
? Coordinate travel arrangements for the Students, Director and Associate Director.
? Assist in the preparations for on-campus and external meetings including seminars, site visits and related meetings.
? Assist in typing of related IBS documents, publications and reports.
? Take and prepare minutes for meetings of the IBS Dean’s Council, Student Advisory Committees, individual meetings with students and other IBS related meetings.
? Assist in the preparation of the IBS Program brochures, bulletins, recruitment flyers, webpages, and social media accounts (such as twitter, facebook, IBS official webpage). Familiarity and Proficiency in using Adobe Photoshop, PageMaker and other desktop publishing software is a plus.
Other Responsibilities
? Perform other related duties as assigned. Note: The work load associated with this job comes in ebbs and flows, with some periods being more rigorous/stressful than others (ex. Registration, Recruiting, Monthly Payroll Processing). This job also requires flexibility as student needs are sometimes spontaneous. Interested candidates for this job must be willing to communicate with the IBS Director beyond the normal working day, on an “as-needed” basis as required for resolving issues of the IBS students.
? Manage student workers and other office staff.
? Coordinate activities and processes with office staff and administrators in other colleges at Tuskegee University.
Qualifications
- Bachelor’s degree with at least five years of experience is preferred
? Knowledge of office management procedures and basic office skills.
? Experience with PC and Apple computers, as well as the Microsoft Office Suite of Programs. Must also be familiar with Google applications.
? Experience with handling budgets, and budget spreadsheets. Experience with financial packages and other fiscal management tools is preferred.
? Ability to operate standard office equipment (such as fax machine, copier, telephone answering system).
? Ability to compose/type letters and documents proficiently.
? Ability to conduct literature searches on the computer and formulate tables and graphs of the resulting information.
? Excellent communication skills and the ability to be courteous and professional to all faculty, visitors, and students who interact with the IBS Office.
? Must be a team player
? Ability to type approximately 40 net words/min with accuracy (TEST SHOULD BE TAKEN BEFORE SUBMISSION OF APPLICATION)
Salary
Commensurate with training, experience, and University Compensation Plan
**The statements contained in this job announcement reflect general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required and the scope of responsibility. It should not be considered an all-inclusive listing of work requirements. **
APPLICATIONS will be accepted in the Office of Human Resources Management, 101 Kresge Center, Tuskegee University, Tuskegee, Alabama 36088 or email: employment@mytu.tuskegee.edu. Fax: 334-724-4319. Each applicant should submit (3) letters of reference and a copy of the appropriate transcript for the educational requirement.
Equal Employment Opportunity Employer-Male/Female/Veteran/Disabled Federal law requires identity and employment eligibility verifications on Form I-9 within three (3) business days of employment.