The Administrative Assistant has comprehensive understanding of issues and activities at the Center for Statistical Sciences. Â The position serves as a central point of contact between the Director, Center faculty and staff, scientific collaborators within and beyond Brown, University offices and other entities with whom the Center interacts. Â The Administrative Assistant pro-actively manages various administrative processes.Â
Major Responsibilities Center Administrative Support (50%)
Administrative support for office management and Center administration.
â¢Â Â Â Reconciliation and auditing of the Center budget, Service Centers, GIPs, Start-Ups, Named-professorships, and R&D funds. Investigate and resolve discrepancies. â¢Â Â Â Ensure all financial transactions are handled accurately. â¢Â Â Â Work with Center administration on the development and/or streamlining of new financial systems and reports. â¢Â Â Â Maintain an up-to-date policies and procedures manual and ensure all processes and procedures are documented. â¢Â Â Â Coordinate onboarding activities for new center staff. â¢Â Â Â Manage word processing workload including preparation of analytical reports. â¢Â Â Â Maintain electronic and print files. â¢Â Â Â Organize financial information. â¢Â Â Â Office and telephone coverage. â¢Â Â Â Distribute mail. â¢Â Â Â Maintain CSS in/out and conference room calendars â¢Â Â Â Initiate transactions for purchases and process staff reimbursements. Enter all expenditures. â¢Â Â Â Review the reconciliation of grant-ledgers. Review Purchasing Card transaction log. Investigate and resolve discrepancies. Submit cost transfers. â¢Â Â Â Maintain office supplies. â¢Â Â Â Validate and record visitor parking tickets. â¢Â Â Â Maintain Center library catalog.
Faculty Administrative Support (20%)
Provide high level administrative support for faculty.
Supporting Actions:Â â–ªÂ Â Â Schedule meetings and conference calls. â–ªÂ Â Â Manage correspondence. â–ªÂ Â Â Maintain up-to-date and accessible filing system. â–ªÂ Â Â Assist in the preparation of documents. â–ªÂ Â Â Assist in the organization of grant information.Â â–ªÂ Â Â Coordinate the logistics for both foreign and domestic travel by faculty, as requested. â–ªÂ Â Â Prepare and submit travel expense reports upon completion of trip, based on University policy and procedures. â–ªÂ Â Â Initiate transactions for purchases and process junior faculty reimbursements. Enter all expenditures.
Asset Management/Physical Facilities (20%)
Supporting Actions:Â â–ªÂ Â Â Office & equipment security. â–ªÂ Â Â Furniture & equipment acquisition. â–ªÂ Â Â Maintain equipment inventory database in SharePoint. â–ªÂ Â Â Coordinate the application of computing resources into the office operations. â–ªÂ Â Â Process expenditures and obtain necessary approvals. â–ªÂ Â Â Perform OSP biennial inventory scanning and updates.
Event Coordination (10%)
Supporting Actions:Â â–ªÂ Â Â Coordinate all Center sponsored events on a continual and ad hoc basis, such as Welcomes for new hires, Farewells for departing employees, the Holiday Party and Annual Center Outing. â–ªÂ Â Â Duties required include securing resources, venues, catering and facilities logistics, following hospitality guidelines. â–ªÂ Â Â Design and circulate event invitations, announcements and surveys. â–ªÂ Â Â Act as lead point reference for event queries and expense management. â–ªÂ Â Â Complete associated reimbursements and track transactions. â–ªÂ Â Â Complete all post-event duties (clean-ups, break-downs, reconciliations, i.e.)
Decisions Position is Free to Make
Decisions free to make: â™¦Â Â Â Scheduling meetings for and prioritizing incoming communications (mail, faxes, telephone). â™¦Â Â Â Prioritizing incoming communications (mail, faxes, telephone) for Center Faculty. â™¦Â Â Â Prioritize workload. â™¦Â Â Â Order supplies.
Explain the decisions that depend on positionâ™s advice: â™¦Â Â Â Effective use of resources. â™¦Â Â Â Department policies and procedures. â™¦Â Â Â Best practices for tracking expenses. â™¦Â Â Â Planning for CSS outing/events. â™¦Â Â Â Monthly and annual financial reports. â™¦Â Â Â Implementation, development and administration of office procedures and policies. â™¦Â Â Â Purchases for staff and office in general â“ providing information and suggestions or recommendation. â™¦Â Â Â Reimbursements â“ advising on requirements and of recent and applicable changes. â™¦Â Â Â Travel expenses â“ advising on reimbursement policy and of recent and applicable changes.
Dimensions Â â™¦Â Â Â 15 Faculty â™¦Â Â Â Travel: Trips arranged will vary depending upon faculty activity, both foreign and domestic. â™¦Â Â Â Reimbursement activities will range between 150 to 200, depending upon faculty activity. â™¦Â Â Â There are two major Center functions annually. â™¦Â Â Â Responsible for processing orders for approximately $100K-$150K of equipment and software annually. â™¦Â Â Â Maintenance of asset database of approximately 500 equipment and software expenditures. â™¦Â Â Â Biennial inventory scanning of the Centerâ™s 25+ assets greater than $5,000. â™¦Â Â Â Review the reconciliation and auditing of 23 departmental accounts (4 center, 7 GIPs,10 Start-ups, and 2 Named-professorships).
Section 6: Job Qualifications and Competencies
Job QualificationsÂ Â
â¢Â Â Â Required: Â Associates Degree in Business Administration or related field. Equivalent combination of education and experience may be considered.
Experience â™¦Â Â Â 3-5 years administrative experience working independently in an office environment (research/educational environment preferred).Â â™¦Â Â Â Experience with Workday a plus.
Job Competencies Â â™¦Â Â Â Excellent organizational, administrative and time management skills in a multi priority and independently-driven environment. â™¦Â Â Â Excellent communication skills both written and verbal. Â Good command of English language and grammar essential. â™¦Â Â Â Proficiency in the use of Microsoft Word, Excel and PowerPoint for pc environment. Experience in the use of resources and facilities available over the Internet. â™¦Â Â Â Accuracy and attention to details. â™¦Â Â Â Effective interpersonal skills. Â Motivated and self-starting. â™¦Â Â Â Results-oriented team player.
â™¦ Possess a willingness and ability to support a diverse and inclusive environment.
Please note that in order to be considered an applicant for any staff position at Brown University you must submit an application form for each position for which you believe you are qualified. Applications are not kept on file for future positions. Please include a cover letter and resume with each position application.
Brown University is committed to fostering a diverse and inclusive academic global community; as an EEO/AA employer, Brown considers applicants for employment without regard to, and does not discriminate on the basis of, gender, sex, sexual orientation, gender identity, national origin, age, race, protected veteran status, disability, or any other legally protected status.
Internal Number: REQ171816
About Brown University
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