Administrative Assistant
Position Overview
The Center of BioModular Multi-Scale Systems for Precision Medicine which is part of the department of Chemistry at the University of Kansas is looking for an Administrative Assistant. This person will report to the Center Director and will assist in the day-to-day activities of the Center in terms of operational logistics and help to coordinate visits of NIH staff, the External Advisory Board and Collaborating Scientists. This is a full-time position.
Job Description
15% Create, produce, and deliver a range of promotional and informational presentations and/or resource materials related to Center activities and initiatives. These activities include supplying Center news items to the Center’s website, creating pamphlets for promoting the Center, sending out promotional items to the relevant research community, and interfacing with the University’s public relations department.
15% Interface with Center collaborators. Specifically this involves collecting and inspecting on-line application forms for working with the Center and interfacing with composers of these application forms, forwarding completed application forms to the Center director and sending Center updates to current and potential scientific collaborators.
15% Manage logistics of Center-related workshops. The Center will run one summer workshop and the successful candidate for this position will assist in the producing promotional items for this workshop, arrange for workshop meeting locations and accommodations for participants, help with participant registration, coordinate workshop organization.
15% Center-related administrative activities. These items could include assisting in the composition of an annual Center-related newsletter, acquiring promotional material during workshops or other Center-related activities.
10% Coordinate the collection, compilation and analysis of program activity data and assist in the submission of NIH annual reports. The successful candidate will work with all of the technical collaborators in the timely submission of annual reports to the funding agency.
10% Manage grant expenditures and bookkeeping. The candidate will work with the University’s grant management staff to make sure Center-related expenditures are reconciled properly and consult with the Center’s Director on financial planning for the Center.
10% Organize site visits of the external advisory board (EAB). This will include arranging for travel of the EAB to the Center including travel and accommodations, helping the Center’s Director plan the agenda for the site visit and assist with arranging the visit of the technical collaborators to the site visit.
10% Assist the Center Director in scheduling meeting and arranging travel to national/international travel to advertise for the Center.
15% Interface with Center collaborators. Specifically this involves collecting and inspecting on-line application forms for working with the Center and interfacing with composers of these application forms, forwarding completed application forms to the Center director and sending Center updates to current and potential scientific collaborators.
15% Manage logistics of Center-related workshops. The Center will run one summer workshop and the successful candidate for this position will assist in the producing promotional items for this workshop, arrange for workshop meeting locations and accommodations for participants, help with participant registration, coordinate workshop organization.
15% Center-related administrative activities. These items could include assisting in the composition of an annual Center-related newsletter, acquiring promotional material during workshops or other Center-related activities.
10% Coordinate the collection, compilation and analysis of program activity data and assist in the submission of NIH annual reports. The successful candidate will work with all of the technical collaborators in the timely submission of annual reports to the funding agency.
10% Manage grant expenditures and bookkeeping. The candidate will work with the University’s grant management staff to make sure Center-related expenditures are reconciled properly and consult with the Center’s Director on financial planning for the Center.
10% Organize site visits of the external advisory board (EAB). This will include arranging for travel of the EAB to the Center including travel and accommodations, helping the Center’s Director plan the agenda for the site visit and assist with arranging the visit of the technical collaborators to the site visit.
10% Assist the Center Director in scheduling meeting and arranging travel to national/international travel to advertise for the Center.
Position Requirements
On campus position located at Gray Little Hall Room 2183.
Required Qualifications
- High School diploma or GED equivalency and one year of office experience or one year of post-secondary education.
- Previous experience with university-related programs and/or affairs as evidenced by application materials.
Preferred Qualifications
- Prior administrative experience on the KU campus.
- Prior experience in assisting in the management of science/engineering related programs
Additional Candidate Instructions
A complete application will include a Cover Letter, Resume/CV and list of 3 professional references. Only complete applications will be considered.
- Initial review of applications begins Monday, September 18, 2023 and will continue as needed to collect a pool of qualified applicants. For best consideration, apply before the application review date.
Contact Information to Applicants
Advertised Salary Range
$37,500 - $42,500 per year
Work Schedule
8am-5pm, M-F
Application Review Begins
Monday September 18, 2023
Anticipated Start Date
Wednesday November 1, 2023