Administrative Assistant Job at Boyce Thompson Institute for Plant Research in I

Summary

Provides administrative support for the Institute with a specific focus support for HR and the Project Leaders. Plans, organizes, coordinates, promotes and facilitates internal events, including, but not limited to, guest speakers and Education Outreach events. Performs administrative tasks and services to support effective and efficient operations of the organization’s Human Resource department.

Essential Job Functions

· Draft business correspondence, which may include letters, agendas, memos, speeches and email; transcribe letters, memorandums and meeting minutes.

· Assist with meeting room reservations and posting of meeting room schedules.

· Organize Institute programs, events, meetings or conferences by arranging facilities and caterers; circulating information or invitations, coordinating speakers and monitoring event budgets in conjunction with the appropriate departments.

· Provide administrative support to Monday Morning Seminar series.

· Assist with Education and Outreach REU series.

· Oversee planning and coordinating presentations, and disseminating information projects for Project Leaders.

· Assist with employee travel arrangements.

· Process all travel reimbursements and submit to either Finance or Human Resources Offices for payment, and ensure proper account number is charged.

· Coordinates receptions for guest speakers and lecturers and talks for job candidates.

· Maintains accurate and up-to-date human resource files, records, and documentation.

· Answers frequently asked questions from applicants and employees relative to standard policies, benefits, hiring processes, etc.; refers more complex questions to appropriate senior-level HR staff or management.

· Maintains the integrity and confidentiality of human resource files and records.

· Performs periodic audits of HR files and records to ensure that all required documents are collected and filed appropriately.

· Provides clerical support to the HR department.

· May assist with payroll functions including processing, answering employee questions, fixing processing errors, and distributing checks.

· Acts as a liaison between the organization and external benefits providers and vendors, which may include health, disability, and retirement plan providers.

· Conducts or assists with new hire orientation and employee termination/departures.

· Assists with planning and execution of special events such as benefits enrollment, organization-wide meetings, employee recognition events, holiday parties, and retirement celebrations.

· Other duties as assigned

Education and Certification

High School education. Associate’s degree in a related field preferred.

Experience and Knowledge

Experience in an office setting with editing and scheduling duties preferred. Must have proven organizational and computer skills, and be a pro-active problem solver.

Supervisory Responsibilities

No supervisory duties.

Communication Skills

Effective written and verbal communication and interpersonal skills required. Ability to communicate effectively with all levels of the organization.

Other Skills

· Ability to take the initiative and work on several projects simultaneously while maintaining workload priorities

· Excellent organizational skills, time management, attention to detail, problem solving and analytical ability

· Ability to work in a fast-paced environment, adapt to changing priorities and meet task deadlines

Computer Skills

Must be very proficient with a variety of computer software applications (Word, Excel, PowerPoint, Visio and Outlook) and familiar with databases.