Job Description

Requisition Number 06649
Department Name: SF Grad Program - Admin
Position Type: Full Time
Position Title Administrative Assistant III Support
Position Summary:

The Administrative Assistant III-Support reports to the Director of Graduate Studies and performs a variety of clerical, financial and administrative duties in support of the Office of Graduate Studies, including the Graduate Program and Educational Outreach. This will involve coordination of activities with the Florida office.
RESPONSIBILITIES AND DUTIES
* Serves as the first point of contact for the Graduate Studies Office, answers and responds to phone, emails and inquiries, assists graduate students, postdoctoral fellows, summer interns, faculty members and visitors who contact or visit the office, communicates program and policies.
* Opens, date stamps and routes mail to students and staff.
* Assists in organizing and coordinating Scripps participation and representation at graduate program fairs.
* Assists with graduate program recruiting efforts by coordinating travel, hotels, restaurants, transportation of students and faculty.
* Arranges logistics for Distinguished Lecture Series, monthly happy hours, etc.
* Assists with coordinating reservations and logistics for the Graduate Program Symposium, including venue, hotels, restaurants, transportation, etc.
* Attends monthly journal club meetings and takes attendance.
* Coordinates classroom and lecture hall room reservations for outreach, graduate program, and career-related events; prepares and implements room layouts to accommodate scheduled events; coordinates technology needs with faculty, students, IT and FL campus.
* Coordinates social events and facility tours for education and training programs; contacts and invites speakers; coordinates dates; develops, produces and distributes communication pieces and event materials.
* Provides clerical and administrative support for educational outreach programs.
* Orders and maintains education and training programs supplies and equipment.
* Coordinates work permits, timesheets and requisitions for trainees.
* Maintains the financial records of the office; processes all invoices and check requests, RFPs and RFTs. Reviews accounts payable coding and monitors general ledger journal entries; prepares reports.
* Processes transcript and education verification requests from students and alumni.
* Performs other duties as assigned.

Location: Florida
Additional Information:
Physical Requirements:

With or without reasonable accommodation, employees in this position must be able to sit and type at a computer terminal for up to 8 hours per day with appropriate breaks and perform tasks that require fine dexterity and repetitive motions using the arms, hands, wrists and fingers. Further details of established essential functions for this position will be addressed/discussed during the interview process.

Basic Qualifications:

POSITION REQUIREMENTS
* High school diploma or equivalent (GED).
* Bachelor’s degree preferred.
* Minimum of two years related experience as an administrative assistant, preferably in a similar environment.
* Strong Microsoft Office skills (Word, Excel, Outlook, PowerPoint, Access) and Adobe Acrobat skills, as well as the ability to learn new programs and applications.
* Effective organization, multi-tasking, problem solving skills.
* Strong interpersonal, verbal and written communication skills.
* Ability to work independently and in a team, be flexible and adaptable, willing to learn.
* Multicultural and diversity sensitivity.
* Ability to use discretion, exercise good judgment, and maintain strict confidentiality.

Preferred Qualifications:

DECISION MAKING
Exercises initiative in carrying out work assignments with minimal fiscal impact. Follows procedures or instructions to complete new assignments or special projects.

COMMUNICATION
Interacts to exchange or provide information with other members of the department, graduate students, faculty members, prospective students, other institute administrative staff, the general public, and outside vendors and suppliers.

Florida and Palm Beach County residents are preferred.

Compensation: Commensurate with experience
Job Closing Date:
Open Until Filled Yes
Job Posting Category Administrative & Support
EEO Statement

The Scripps Research Institute is an Equal Opportunity Employer. All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other legally protected characteristic or status.

Application Instructions

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