Operations and Administrative Assistant
Avispa
Operations And Administrative Assistant
A leading university seeks an Operations And Administrative Assistant to provide administrative and operational support for a research institute, managing office space, building access, equipment, and property tracking.
Operations And Administrative Assistant Responsibilities:
- Manage office space across multiple buildings, including assignments for faculty, staff, postdocs, and visiting scholars, preparing offices for new arrivals, and maintaining floor plans and space records, while coordinating with facilities management, building managers, and IT support staff on work requests and tracking open requests.
- Submit and track ID badge access requests, including 24/7 access, order, distribute, and log keys, and maintain tracking of access levels and key assignments, reviewing the badge access list on a recurring schedule so new hires, including temporary workers, receive access, keys, and equipment on time, and collecting keys, ID cards, and equipment at departure in coordination with HR, building management, and IT.
- Manage laptops, equipment, and property tracking, and prepare basic reports on computer inventory, building access, and space management using tools such as Smartsheet and Google Workspace.
- Manage the department shared inbox by monitoring, responding to, or routing requests and following up until resolved, draft emails to affiliates, inventory documents, and instructions for shared resources, and make light edits to the institute's intranet pages.
- Assist with basic HR transactions, such as data collection, communication, and initiating onboarding/offboarding requirements, and may support student and postdoc services, travel and expense reimbursements, and purchasing card processes.
Operations And Administrative Assistant Qualifications:
- 2-3 years of administrative experience.
- Experience with Smartsheet and Google Workspace.
Shift:
- 9:00 AM to 5:00 PM, flexible start and end times.
- Hybrid: minimum 3 days onsite, including Tuesday.
Vacancy posted 2 days ago
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