Assistant to the Chair

utoledo.edu; Toledo (OH); On-site; USD 45,000 - 60,000; Full time

Job summary

The University of Toledo seeks an Assistant to the Chair to help plan and direct daily department operations within Neurosciences. You will support budget management, coordinate seminars, and assist in grant preparation and reporting, while handling calendars, travel, and communications.

From the department chair's office you will liaise with faculty and staff, manage procurement, and help maintain professional contacts.

Qualifications

• Bachelor's degree or 5 years office experience in lieu.
• Excellent computer skills; proficiency in Microsoft Office suite.
• Knowledge of Publisher, Photoshop, Illustrator, Blackboard; API helpful.
• Strong organizational, communication and confidentiality skills.

Responsibilities

• Assist chair in planning and managing daily department operations and budget.
• Support grant development, preparation, submission, and reporting.
• Coordinate education seminars, greet visitors, assist patients and staff.
• Support faculty recruitment activities and organize departmental events.
• Handle calendar, correspondence, travel arrangements and ad hoc duties.

Skills

Office administration

Microsoft Office

Communication skills

Organizational skills

Confidentiality

Education

Bachelor's degree in business administration or related field

Tools

Publisher

Photoshop

Illustrator

Blackboard

API

Job description

Title: Assistant to the Chair

Department Org: Neurosciences - 107510

Employee Classification: J1 - Salaried Full Time HSC

Bargaining Unit: Professional Staff Association

Primary Location: HSC C

Shift: 1

Start Time: 8:30 a.m. End Time: 5:00 p.m.

Salary: Salary will be based on education and experience

Job Description

Applicant works with minimal supervision from the department chair and the Department Administrator to plan, direct and manage daily department operations and activities. Applicant will complete duties and responsibilities as described below to provide high-quality, cost-effective management of department administrative and budgetary functions.

Minimum Qualifications

1. 1 Assist chair in the management of research programs for all faculty within the department. Duties may include, but are not limited to: thorough knowledge of faculty research interests; identify funding opportunities; assist in grant development, preparation, submission, and annual reporting; oversee protocol preparations and renewals; and review publications for accuracy. Maintain liaison with representatives of other departments to establish and maintain appropriate interface. Establish and maintain appropriate network of professional contacts. Maintain currency with professional organizations and publications. Attend and participate in meetings, conferences, etc. Provide assistance on institutional committees as recording secretary as necessary. Represent the department at institutional meetings and activities and to external agencies and organizations as assigned. Design departmental printed materials, including presentation materials, as needed. Develops or maintains proficiency in NIH Assist.
   
2. 2 Assists in management of education, seminars, greeting department visitors and assisting lost patients, attend to budgetary matters as needed. Duties may include but are not limited to: management of Blackboard and Exam Soft, proctoring exams and reviews; reconciling indexes, purchasing; accounts payable; and pcard reporting.
   
3. 3 Assist chair and department administrator in management of day-to-day activities of the department chair including, but not limited to: calendar appointments, preparation of correspondence and email; travel arrangements; p-card reconciliation; preparation of general correspondence and email; and ad hoc duties as assigned (e.g., renovation projects, meeting minutes).
   
4. 4 Assist with faculty recruitment as needed. Duties may include: travel arrangements, preparation of itineraries, expense reimbursement, and dinner reservations.
   
5. 5 Organize departmental events (e.g. research forums, technology showcases) from inception to end.
   
6. 6 Special projects and other administrative duties as assigned.
   TOTAL

Preferred Qualifications

Qualifications/Knowledge, Skills & Abilities
Education/experience/licensing:
Bachelor Degree in business administration, management, public relations or other related field required OR 5 year’s office environment experience may be accepted in lieu of degree.
Excellent computer skills required. Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
Knowledge of Publisher, Photoshop, Illustrator, Blackboard, and API helpful.

Communication and other skills:
Ability to organize, prioritize and efficiently coordinate various responsibilities and job duties.
Ability to establish constructive interpersonal relationships.
Ability to work independently, be self-motivated, and be proactive to avoid negative consequences.
Ability to respond to rapidly changing business environment.
Ability to multitask (e.g., preparing grants, budgets and luncheon meetings simultaneously).
Ability to maintain high degree of confidentiality.
Excellent written, verbal and culturally appropriate communication skills.
Analysis, assessment and evaluation skills.
Appreciation for scientific research and an understanding of basic science helpful.

Conditions of Employment

To promote the highest levels of health and well-being, the University of Toledo campuses are tobacco-free. Pre-employment health screening requirements for the University of Toledo Health Science Campus Medical Center will include drug and other required health screenings for the position.

Equal Employment Opportunity Statement

The University of Toledo is an equal opportunity employer. The University of Toledo does not discriminate in employment, educational programs, or activities on the basis of race, color, religion, sex, age, ancestry, national origin, sexual orientation, gender identity and expression, military or veteran status, disability, familial status, or political affiliation.

The University is dedicated to attracting and retaining the best and brightest talent and fostering a culture of respect.

The University of Toledo provides reasonable accommodation to individuals with disabilities. If you require accommodation to complete this application, or for testing or interviewing, please contact HR Compliance at [e-mail] or 419-530-4747 between the hours of 8:30 a.m. and 5 p.m. or apply online for an accommodation request.

Computer access is available at most public libraries and at the Office of Human Resources located in the Center for Administrative Support on the UToledo Main Campus.