ADMINISTRATIVE ASSISTANT I - DAR Administrative Services

Administrative Services

Serves as the primary administrative assistance to the Department of Animal Resources.

• Covers institutional animal care and use program training including scheduling classes and instructors, assisting departmental and research personnel enrollment, set-up and break down of training room, maintaining attendance sign sheets and training database.
• Trairs all incoming phone calls, in-person visits and emails by answering questions, routing questions to others as appropriate to ensure timely and accurate answers.
• Opens and routes mail, distributes correspondence and other material to departmental staff.
• As a backup- Procures and/or exports/imports research animals for the institute based on direction from PIs through order forms, working directly with vendors and/or with other institutions. This includes verifying that all PIs are in compliance with IACUC protocols; setting up standing purchase orders with various vendors or institutions; entering purchase orders in the TSRI procurement system or shipping system as appropriate; ordering and maintaining records of receipt, checking shipment against order for content; and forwarding invoices to the Animal Facility Coordinator for payment processing.
• Maintains departmental supplies through periodic inventories to assess levels against minimum quantity guidelines, purchasing of equipment and supplies via TSRI procurement system, processing vivarium and investigator supply requests.
• Aids in creation and revision of departmental forms, SOPs, guidelines and policies and website maintenance.
• Films documents/data following institutional and departmental policies and procedures.
• Follows established TSRI and department policies, procedures, objectives, performance improvement, attendance, safety, environmental and infection control guidelines. Practices a high level of integrity and honesty in maintaining confidentiality.
• Utilizes word processing, databases and/or spreadsheet software to maintain various databases for animal orders, transfers, imports/exports, POs, vivarium security access, departmental supply inventories, etc.

Requirements

• Requires a high school diploma and 4-5 years related experience, or the equivalent combination of education, training and/or experience.
• Experience with Dropbox, Sharepoint and Jaggaer is a plus.
• Experience in an animal setting and/or scientific or research setting is preferred.
• Excellent organization skills, interpersonal, verbal and written communication with accurate grammar, spelling and punctuation for English writing, and customer service skills required.
• Must be able to work independently and be detailed oriented and flexible.
• Proficient with Microsoft Office Suite (Outlook, Word, Excel, DropBox and PowerPoint).
• Experience with Cayuse (Management & Billing), purchasing and order processing at a large research institution preferred.

Compensation

The expected hiring range for this position is $20 to $25 per hour, commensurate with experience.

Consideration will be given to experience that exceeds the listed requirements.

Comprehensive Benefits Include:

• Employer Contributed Retirement Plan – Depending on eligibility, employees receive an employer contributed retirement plan (no employee contribution required) and the option to contribute to a 403(b) (which is similar to a 401(k) using your own pre or post-tax dollars)
• Full Suite of Health and Welfare plans including three medical plan options (including an HSA available option), dental, vision, life insurance, disability, EAP and more
• Access to Flexible Spending Accounts (Medical/Dependent Care)
• Competitive vacation and sick leave policies
• Free, on-site parking