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About the Role

The Administrative Assistant will support the daily administrative and operational activities of the Brain and Cognitive Health Technology (BCHT) division. The ideal candidate is organized, detail-oriented, proactive, and dependable, with the ability to manage multiple responsibilities in a fast-paced academic and research environment. The candidate should also be comfortable using modern workplace technology to support communication, scheduling, and office efficiency.

Responsibilities

• Provide administrative support to department faculty and staff.
• Record, prepare, and distribute correspondence, reports, presentations, meeting materials, and departmental communications.
• Review, proofread, and edit documents for accuracy, grammar, formatting, and completeness.
• Schedule appointments, meetings, and maintain calendars for Dr. Germine, and potentially team as needed.
• Assist in coordination of meetings, seminars, and departmental events.
• Maintain departmental files, records, and correspondence.
• Assist with office operations including supply ordering, reimbursement requests, and work orders.
• Prepare expense reports, travel requests, reimbursement documentation, and departmental purchasing requests.
• Maintain organized physical and electronic filing systems, databases, and shared digital records.
• Utilize technology platforms and software applications to improve workflow efficiency, scheduling, communication, and record management.
• Assist with online systems, cloud-based collaboration tools, and digital communication platforms used by the department.
• Assist with virtual meetings using Zoom and Microsoft Teams.
• Demonstrate openness to learning and implementing new technology systems, automation tools, and AI-assisted workplace applications.
• Assist with mail distribution, telephone coverage, visitor reception, scanning, photocopying, faxing, and general office support.
• Interact professionally and effectively with faculty, students, fellows, research staff, university departments, and external contacts.
• Attend departmental meetings, lab meetings, and research coordination sessions as required.
• Perform additional related duties and special projects as assigned.

Requirements

• High School Diploma and 4+ years of administrative support experience are required.
• Equivalent combination of education and experience will also be considered.
• Strong written and verbal communication skills.
• Strong analytical and problem-solving abilities with attention to detail.
• Ability to maintain confidentiality and handle sensitive information professionally.
• Uses independent judgement when responding to inquiries.
• Must be able to effectively track time and resources to prioritize own work assignments.
• Ability to work independently with minimal supervision and collaboratively within a team environment and produce quality work from conception to completion on assigned projects.
• Must possess high degree of familiarity with college and departmental/divisional policies, procedures and practices.
• Must possess strong knowledge in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Familiarity with Google Workspace applications (Docs, Sheets, Drive, Calendar) and Project Management and Documentation Software.
• Comfortable using video conferencing and collaboration platforms such as Zoom and Microsoft Teams.
• Experience with databases, scheduling systems, cloud-based file sharing, and online administrative tools preferred.
• Willingness and ability to learn new software systems, digital workflows, and emerging workplace technologies.

Skills

• Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
• Google Workspace applications (Docs, Sheets, Drive, Calendar)
• Project Management Software
• Documentation Software
• Zoom
• Microsoft Teams
• Databases
• Scheduling systems
• Cloud-based file sharing
• Online administrative tools

Experience Level

• 4+ years of administrative support experience

Education Level

• High School Diploma

Salary/Compensations

• $29.01 (Hiring Rate)
• $29.54 (Post Probationary Rate)
• $30.77 (Job Rate)

About the Company

• The Administrative Assistant will support the daily administrative and operational activities of the Brain and Cognitive Health Technology (BCHT) division.