The Department of Chemical Biology and Therapeutics is seeking an Administrative Specialist to join our team. The ideal candidate will be a resourceful, administrative professional with a keen attention to detail. The individual in this role will be the first point of contact for all department guests and should be personable and create a welcoming environment. The successful candidate must demonstrate excellent professional communication, specifically writing. Experience in a relevant scientific or academic field is preferred.

Job Responsibilities:

• Act as a point of contact for routine administrative tasks like ordering office supplies etc.
• Provide support for departmental meetings and seminars.
• Assist employees with booking travel and processing reimbursements.
• Maintain tidy and organized common areas.
• Process invoices for payment of goods and services.
• Support administrative tasks like managing calendars, scheduling meetings, travel, document formatting and editing, tracking and maintaining vendor contracts, coordination with other teams, etc.
• Prepare and manage reports related to budget, expenses etc., seeking guidance as needed.
• Manage telephone calls/voicemails and communicate messages as needed.
• Support in recruitment process by coordinating itineraries for departmental visitors or new recruits.
• Perform other duties as assigned to meet the goals and objectives of the department and institution.
• Maintain regular and predictable attendance.

Minimum Education and/or Training:

• High School Diploma/GED required.
• Bachelor’s Degree preferred.

Minimum Experience:

• Minimum Experience: 2+ years experience in administration or related field.
• Experience Exception: Bachelor’s degree and no experience.
• Some experience with office technologies, including Microsoft Office (Word/ Excel/ Powerpoint etc.).
• Experience in a relevant scientific or academic field is preferred.

• Act as a point of contact for routine administrative tasks like ordering office supplies etc.
• Provide support for departmental meetings and seminars.
• Assist employees with booking travel and processing reimbursements.
• Maintain tidy and organized common areas.
• Process invoices for payment of goods and services.
• Support administrative tasks like managing calendars, scheduling meetings, travel, document formatting and editing, tracking and maintaining vendor contracts, coordination with other teams, etc.
• Prepare and manage reports related to budget, expenses etc., seeking guidance as needed.
• Manage telephone calls/voicemails and communicate messages as needed.
• Support in recruitment process by coordinating itineraries for departmental visitors or new recruits.
• Perform other duties as assigned to meet the goals and objectives of the department and institution.
• Maintain regular and predictable attendance