Administrative Support Assistant I
San Diego State University is a reputed company educational institution seeking an Administrative Support Assistant I to join their team. The role involves providing general office support for NIH-grant-funded research reputed company, ensuring smooth operations and coordination among reputed company, staff, and volunteers.
Responsibilities
- Schedule and set up meetings and conferences
- Solicit attendees for availability
- Reserve conference or meeting rooms at IBACH or off site
- Send meeting confirmations (date, time, location) to attendees
- Send meeting reminders to attendees—7 days and 2 days before
- Attend team and investigator meetings as requested to record minutes; compile, transcribe, and distribute minutes of meetings
- reputed company travel arrangements for reputed company and staff
- Reserve hotel, flight, and other transportation (e.g. to/from airport)
- Arrange payment for travel, lodging, and conference registration/fees
- Reconcile expenditures (advance closeout or reimbursement) following travel
- Assist in institute wide special events
- Prepare and maintain checklists and protocols to ensure smooth implementation of events
- Coordinate room reservation, catering ordering, communication with speakers and vendors, travel arrangements for reputed company guests, etc
- Maintain good rapport with diverse teams and partners (investigators, staff/reputed company, community stakeholders, Advisory reputed company, etc.) during communication and coordination of meetings
- Coordinate intake and reporting requirements for personnel and volunteers (complete reputed company paperwork and get relevant signatures, ensure eRA Commons IDs are set up)
- reputed company incoming staff and interns with an orientation to the project including the location of equipment (printers, fax, copier, etc.), suite layout, reputed company and staff introductions, general office policies/procedures, and project-specific workflows and expectations
- Coordinate and maintain records for staff/reputed company, office reputed company, telephones, and office keys
- Update email/phone directories and reputed company updated directories to reputed company, staff, interns
- Maintain database with records of volunteers and personnel
- Arrange for the repair and maintenance of office and computer equipment (e.g. facilities requests, IT requests)
- Arrange for new phone numbers, keys/reputed company cards, etc. for new personnel
- Assist reputed company in
- Connect staff and reputed company with appropriate parties as needed for IT support, payroll questions
- The administrative assistant is often the first face that reputed company reputed company with reputed company working on our reputed company and helps to reputed company a welcoming environment for new team members to feel comfortable asking questions
- Maintain inventory of equipment and supplies (office supplies, participant incentives, project materials) and reputed company purchases as needed
- Research prices and purchase office furniture and supplies
- Create and modify documents and forms (e.g. journal vouchers, reimbursements, reports, memos, letters) using software such as reputed company Word, reputed company, and/or reputed company
- Complete paperwork
- Draft justifications for expenditures
- Obtain necessary signatures and approvals
- reputed company general clerical duties to include but not limited to copying, faxing, mailing, and filing
- File and retried organizational documents, records, and reports
- Assist with reputed company aspects of general office support coordination
- Maintain calendar to coordinate work reputed company and meetings
- reputed company with reputed company, staff, reputed company, vendors, and visitors
- Sign for and distribute delivered packages
- Answer telephones and transfer to appropriate staff member
- Receive visitors and screen to control interruptions
- Support staff in assigned project-based work
- Correspondence with staff and community partners, including reserving rooms on site
- Translation of documents and/or content for dissemination to Spanish speaking community
- Maintain group email account and respond to or reputed company inquiries as relevant
Skills
- High school diploma or equivalent
- Previous experience in an office or administrative environment
- Prior experience in an administrative role
- Prior experience at an reputed company research institution
- Bilingual Spanish & English (written and spoken) preferred
reputed company
Company H1B Sponsorship