The Senior Administrative Service Assistant supports the day-to-day activities of the Division of Connective Tissue Diseases-Rheumatology by providing direction and support to the Division Chief, Division Faculty, Research Staff and fellows. This position ensures the Division complies with the University and various funding agencies regulations, procedures and guidelines, in addition to monitoring the division's grants by processing accounting transactions and monitoring expenditures, acquisitions and disbursement of supplies.
DUTIES AND RESPONSIBILITIES:
Serves as the primary point of operational and administrative contact for internal and external constituencies, which may include complex and confidential issues.
Types and edits grant applications, journal article submissions, posters, and abstracts; creates Power Point presentations, excel spreadsheets; and creates graphs and charts for research data. Types general correspondence and related documents for faculty to include faculty recruitment and appointment activities.
Assists faculty with grant preparation including submission of Institutional Animal Care and Use Committee (IACUC), required CITI training (Collaborative Institutional Training Initiative), Conflict of Interest, grant budgets and submission for the National Institutes of Health (NIH), Department of Defense (DOD) and private sponsors utilizing the eVisions/CAYUSE electronic system for submission, including calculating cost share.
Assists faculty with grant progress report submissions, prepares and processes cost transfers related to monthly monitoring of grant accounts. Assists with audits related to petty cash, equipment inventory and space inventory.
Schedules meetings, arranges travel by submitting trip request, and processes reimbursement. Maintains schedules for Faculty in the Division of Rheumatology.
Assists Division Chief with annual faculty evaluations by preparing paperwork and coordinating meetings.
Assists with various lectures for outside speakers.
Assists faculty with monthly time reports, monthly effort certification and monthly GME time sheets.
Provides assistance to research staff by placing orders for laboratory supplies. Orders office supplies for the division set up offices for newly hired faculty.
Processes accounting transactions to include; deposits, reimbursements, transfer vouchers and payables.
Schedules conferences and assists with all necessary IT needs and refreshments if needed.
Performs other duties as assigned.
EDUCATION: High School Diploma or GED (TRANSCRIPT REQUIRED)
EXPERIENCE: Four (4) years of administrative experience; Associate's Degree in Business or related field of study; two (2) years administrative experience; OR a combination of education and related work experience to equal eight (8) years. Experience in accounting is preferred. Knowledge and experience in administration, grants and contracts, and budgets. Excellent Macintosh and/or PC computer experience with Microsoft Word, Power Point, Excel, Adobe Acrobat and Endnotes. Ability to work independently, strong interpersonal skills and excellent verbal and written communication. Experience working with Federal Grants and Contracts is preferred.
The mission of the University of Tennessee Health Science Center is to bring the benefits of the health sciences to the achievement and maintenance of human health, with a focus on the citizens of Tennessee and the region, by pursuing an integrated program of education, research, clinical care, and public service.