Administrative Assistant

Position: Administrative Assistant (20549)
Location: Tallahassee

Florida A&M University's College of Pharmacy and Pharmaceutical Sciences, Institute of Public Health is pleased to announce the acceptance of qualified applicants for the Admistrative Assistant, Research vacancy.

Responsibilities

The Administrative Assistant will provide administrative support to all RCMI CORE leaders;
The incumbent will provide support to the PI of the three funded research projects and all Research Pilot Project investigators;
In addition, will assist RCMI Core facility technicians in creating Core facility database files;
Incumbent must be able to follow up with appropriate offices to ensure the processing of eProcurement requisitions, purchase orders, subcontracts, consultant agreements, invoices, travel authorization requests, and travel reimbursements;
The incumbent will maintain internal records of all grant-related expenditures and reports;
The incumbent will ensure payment to vendors by comparing invoices to purchase orders, signing unpaid invoices, and maintaining files, records, and other materials; and the incumbent will be required to submit a quarterly encumbrances report to each core and pilot project investigator to verify charges to the grant.
The Administrative Assistant will collaborate with the Assistant in Grants Management and the Coordinator, Research Programs, and assist faculty researchers;
Incumbent will prepare recommendations for vacant grant positions;
The Administrative Assistant will assist potential research personnel with information needed for international and Immigration and Naturalization matters;
In addition, assistance will be provided to faculty development awardees;
The Administrative Assistant will work in conjunction with the Coordinator of Research Programs in coordinating the RCMI local and National Advisory Committee meetings;
The Administrative Assistant will schedule and take all minutes for the local advisory meetings and be responsible for receiving all quarterly progress reports;
Assistance will be provided in coordinating the semi-annual advisory committee meetings, including taking minutes and routing for review and approval;
The Administrative Assistant will serve as liaison for the RCMI principal investigator, program director, activity leaders, pilot project investigators and national advisory committee members with the various oversight offices;
The Administrative Assistant will also be required to provide RCMI investigators with word-processing assistance in preparing supplementary proposals, progress reports, research manuscripts, and abstracts for submission to scientific journals and/or presentations for national scientific meetings;
The Administrative Assistant will work with the RCMI/RCO to obtain the RCMI PI and research investigator's signatures on Time and Effort Reports each semester and forward completed reports to the Contracts and Grants Office; and perform other related duties as needed.

Minimum Qualifications

A high school diploma and seven years of related experience; or a combination of post high school education and experience equal to seven years.

Recommended Competencies

Knowledgeable of administrative policies and procedures that must be implemented in Research Center Office;
Knowledgeable of standard business formats and the methods of data collection;
Knowledgeable to interacts with students, faculty and the public in-person and by telephone;
Knowledgeable of the principles and techniques of effective verbal and written;
Skills in using interdepartmental network, F AMU Financials EIT System, local area network and email;
Skills in Microsoft Office computer software including:
Access, Excel, Outlook, PowerPoint, Publisher and Word;
Skills in other computer software including:
Adobe Acrobat and Page Maker, CS Chem Office and etc.;
Ability to speak clear, effective and use good English (reading, writing and editing);
Ability to develop effective working partnerships as a means to expedite and improve services for our guests;
Ability to solve practical problems and deal with a variety of issues where limited direction or standardization exists;
Ability to provide updates and maintains the confidential it)
I of student records, faculty files, course materials, and budget and equipment
inventories;
Ability to be self motivated and able to work independently;
Ability to organize and prepare written data into logical and correct format; and
Ability to comprehend and follow oral and written instructions.

Pay Plan

This is an USPS (University Support Personnel System) position.

Conditions of Employment

Successful candidate is subject to a pre-employment screening which includes a review of criminal records, reference checks and verification of education. An official college transcript, a high school diploma, or other educational documents must be submitted, where applicable, at the time of employment.

Only United States (U.S.) citizens or aliens who have a legal right to work in the U.S. are eligible for employment. Federal law requires proof of…