Program Assistant 3

Program Assistant 3

The Program Assistant 3 position reports to the Institute Administrator and is an essential role supporting the daily operations of Impact Institute. This role coordinates space and office logistics, as well as supports the administrative operations and financial processing for the Impact Institute. The job scope encompasses space & facilities, safety, logistics, HR, finance, events, and programming. This role also collaborates with central offices such as IT & A/V Services, Procurement, Purchasing, HR, etc. The PA3 coordinates administrative processes and prioritizes, directs, and responds to business matters involving administrative functions associated with education, research, and/or operations. The PA3 creates and maintains associated documents, spreadsheets, databases, meetings, special events, etc. and alerts supervisors of critical issues and upcoming events. This essential position is fully in-person during standard business hours, Monday through Friday, without the option to work remotely. This role supports offices, conference rooms, and shared spaces for the 14th and 15th floors occupied by the Impact Institute, The Center for AIDS Research (CFAR), and the Institute for Artificial Intelligence in Medicine (IAIM). This position will also work closely with the Assistant Director of Communications and Programming to support programming and events. Successful candidates will thrive in a representative role, be self-directed, and able to work with leaders across a wide range of management styles. This role requires excellent customer service skills, solid problem-solving skills, an ability to proactively communicate, and an attentive focus to detail and timelines.

Specific Responsibilities:

• Documents & Databases: Independently responds to and composes correspondence. Creates and maintains standard spreadsheets and/or databases. Prepares queries, reports, statistics, tables, charts, etc. based on information compiled from various sources.
• Website: Maintains websites and/or blogs. Creates new web pages and/or updates standard information/data within the application's content management program.
• Accounting: Approves appropriate expenses, purchases and reimbursements per budget. Creates and maintains financial records. Prepares forms. Verifies appropriateness and accuracy of charges. Processes and reconciles expenses, accounting transfers, and/or appropriation changes. Updates financial transaction spreadsheets and databases. Generates summary reports and statistics.
• Human Resources: Initiates full range of HR actions such as new employee dept orientation. Resolves hiring, termination, etc. processing problems. Explains HR procedures.
• Coordinations: Manages supervisor's and/or dept calendar. Manages registration and travel. Organizes and coordinates events which may include creating timelines. Collects agenda items and background materials. Creates registrant profiles. Coordinates complex itineraries involving domestic and/or international travel, etc. Prepares annual event, conference and/or meeting budget. Verifies invoices and expense reports; and/or reconciles to budget.
• Contacts: Screens and prioritizes incoming calls. Responds to inquiries. Provides basic interpretation of policies and procedures. Researches information to resolve problems or issues.
• Miscellaneous: Performs other duties as assigned.

Minimum Qualifications: A high school diploma or equivalent required. 4 years of administrative support or other relevant experience required. Minimum Competencies: (Skills, knowledge, and abilities.) Intermediate knowledge of word processing, spreadsheet, email, and database software programs is required.

Preferred Qualifications: Knowledge of basic computer skills, familiarity with Windows environment, Zoom, and Microsoft 365 suite of most common apps, including SharePoint, Outlook, OneDrive, Word, Excel, PowerPoint. Experience in an administrative support role in an academic setting.

Preferred Competencies: (Skills, knowledge, and abilities) Ability to interact with participants of diverse backgrounds. Demonstrated ability to take ownership of duties, possessing initiative, and reliable follow-through. Excellent communication skills with effective spoken and written communication. Ability and willingness to independently and resourcefully solve problems. Strong coordination skills and the ability to prioritize tasks. Effective time management skills. Demonstrated attention to detail and ability to adhere to instructions/procedures. Strong computer skills and ability to adapt to new technology are essential.