Senior Administrative Assistant

Senior Administrative Assistant

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Overview

The Cowles Foundation for Research in Economics is seeking a senior administrative assistant to join our dynamic team. Reporting to the Administrative Director of the Cowles Foundation, this position will provide high-level administrative and operational support to the Director of the Cowles Foundation, faculty members of the Economics Department and Cowles Foundation visitors and postdoctoral associates. This support will include assisting in the coordination of Cowles related seminars, conferences, support for teaching and research and the processing of financial transactions. Will assist in coordinating the logistics for Cowles events and conferences and be responsible for coordinating a portfolio of Cowles seminars and lunches for programs held on and off campus including preparing itineraries, making travel arrangements, publicity of events, event catering and organizing accommodation and transportation for speakers and collaborators.

Will serve as a vital team member of the Cowles Foundation staff and perform back-up support and additional duties incidental to the Foundation and at times the economics department activities as necessary to maintain the highest level of support and service to faculty, visitors, and colleagues. Cover letter required.

Required Skills and Abilities

1. Demonstrated high-level of administrative support skills. Demonstrated ability to manage multiple tasks simultaneously and the ability to coordinate travel for others. Proven record of resourcefulness and being a self-starter. Ability to work independently, think strategically and to identify/utilize available resources to complete tasks thoroughly and efficiently. 2. Well-developed problem solving and organizational skills. Proven ability to exercise good judgement, prioritize and manage competing deadlines in a fast-moving, deadline-driven department while maintaining accuracy, attention to detail and follow through. 3. Demonstrated proficiency with MS Outlook, Excel and Word and to work with and learn various types of computer software programs. Technologically savvy with a well-developed ability to learn and adapt quickly and proficiently to new and existing technology, policies and procedures. 4. Ability to communicate verbally and in writing in a clear, concise, pleasant, grammatically correct and professional manner. Ability to process expense reports, reimbursements and other financial transactions in accordance with university policy and procedures. 5. A team player that works well with others. Superior interpersonal skills and customer service orientation. Ability to represent the Foundation well and work collegially with peers and colleagues within and outside the University in a pleasant, efficient and positive manner. Trustworthy in handling sensitive and confidential matters. Excellent attendance, punctuality and reliability as attested by references.

Principal Responsibilities

1. Oversees and coordinates administrative, program, and office activities. Establishes, selects, implements, and coordinates office procedures and systems. Serves as principal source of information to students, staff, and faculty on policies, procedures, programs, and office activities. 2. Oversees, instructs, and coordinates activities of support staff. Oversees the preparation of materials for grants, contracts and budgets. Monitors expenditures and reconciles financial statements. 3. Provides editorial support for a journal/publication. Proofreads and edits material for grammatical and factual accuracy. Tracks copy through various editing and production stages. Communicates with authors, printers, and others concerned with published work. 4. Determines administrative, facility, and equipment needs for symposia, lectures, seminars, and conferences. Assembles and arranges for necessary items. Determines sources of data. Compiles, synthesizes and manipulates data. Summarizes findings and writes reports or portions of reports. 5. Greets visitors. Answers and screens telephone calls. Assesses nature of business. Responds to requests for information and provides assistance. Screens and responds to mail. 6. Formats, keyboard, proofread, and edits correspondence, reports, manuscripts, grants, and other material. Assembles attachments and corresponding material. Reviews outgoing material for completeness, dates, and signatures. Composes substantive correspondence and written material. 7. Coordinates travel arrangements. Schedules and coordinates meetings and appointments. Orders and maintains inventory of supplies. Takes minutes or dictation. Performs additional functions incidental to office activities.

Required Education and Experience Six years of related work experience, four of them in the same job family at the next lower level, and high school level education; or four years of related work experience and an Associate's degree; or little or no work experience and a Bachelor's degree in a related field; or an equivalent combination of experience and education.