Senior Administrative Assistant

Description:

The Senior Administrative Assistant, Research reports to the Manager, Discipline Teaching Technicians and supports the activities of the Associate Deans, Research, and the Associate Dean, Emerging Scholars.

This position is responsible for administrative support related to UCVM's research programs, including but not limited to: organizing and supporting research/ interest groups and activities, seminars, meetings, and thesis defenses; maintaining and updating research-related websites; providing support for visiting scholars, speakers, graduate students, and Post-Doctoral fellows. Another key area of responsibility is research-related financial transaction support, including p-card and expense reconciliation.

This position works 35 hours a week, Monday through Friday, and may occasionally be required to work outside of regular work hours. This position is located at Foothills Campus, but there is potential for occasional work at other campuses and for off-campus trips.

Summary of Key Responsibilities (job functions include but are not limited to):

Meeting & Committee Support (Research/ Interest groups, Thesis Defenses, Seminars):

• Provides administrative support to committees, groups, seminars and defenses (in person, virtual and hybrid)
• Coordinates room and equipment bookings, menu selection, preparing packages and agendas, parking, taking and transcribing minutes, preparing and distributing notices (hard and/or electronic), and processing expenses

Visiting Scholars, Special Guests & Speakers:

• Coordinates and provides administrative support by arranging travel, accommodations, scheduling meetings and seminars (in person, virtual and hybrid)
• Coordinates and manages logistics for meetings and seminars which may require room bookings, menu selection, preparing agendas, taking and transcribing minutes, preparing and distributing notices, and processing reimbursements for candidates
• Onboarding for visiting researchers

Financial Transaction Support (for expenses related to research):

• Responsible for coordinating and processing financial transactions. Transactions may include expense reports, P Card reconciliation, interdepartmental billing support, Credit card maintenance support, payment requests for invoice payments and non-employee payments
• Works closely with the Administrative Assistant, Emerging Scholars to coordinate and delegates transactional workload

Communications Support (web, teams, marketo, social media):

• Maintains and updates public and internal comms resources related to Research and Emerging Scholars
• Uses most appropriate technology and channels for sharing information

Event Support:

• Assists with coordination and logistics for conferences and other events, including arranging transportation and accommodations, preparation of itineraries, applications for funding, and completing all necessary forms and requisitions
• Assists with large teaching-related events, including planning, advertising, execution, and clean-up as required