Executive Assistant Scientific Platforms
Job Posting for Executive Assistant Scientific Platforms at Southern Research
EXECUTIVE ASSISTANT - SCIENTIFIC PLATFORMS DIVISION
General Summary
This position is responsible for performing diverse and advanced administrative duties, often of a confidential and/or complex nature for the Vice-President Scientific Platforms.
Essential Duties & Responsibilities
- Performs clerical and administrative duties for a senior-level executive and the Scientific Platforms division.
- Responsible for division processes; may provide direction to other administrative staff.
- Conducts special studies, complies and analyzes data, prepares reports.
- Oversees the processing, maintenance, filing and retrieval of automated record keeping.
- Responsible for procurement and reconciliation of invoices for complex departmental purchases.
- Coordination – Performs and coordinates administrative activities for two Divisions. Stores, retrieves and integrates information for dissemination to staff and clients. Submits documentation to establish master transfer agreements, confidentiality agreements and master service agreements. Submits and tracks Information Technology and Maintenance requests. Plans and schedules meetings, appointments, and special events. Manages projects and handles travel arrangements. Submits expense reports for Scientific Platforms personnel.
- Document Maintenance – Prepares monthly reports (i.e., budget tracking) as requested. Maintains a list of manuscripts and patents for the division. Organizes, maintains paper and electronic files, and creates presentations and documents as necessary. Maintains databases and performs other duties as required by the divisional vice president.
- Budget monitoring and invoice processing – reviews selected aspects of the budget to ensure charges are appropriately aligned; works with other administrative staff to ensure invoices are correctly charged.
- Procurement – Places orders for supplies and equipment, tracks orders and reconciles credit card transactions.
- Internal process oversight – Utilizes knowledge of internal procedures to accomplish work tasks. Guides other administrative staff in the development and implementation of internal process/procedures/tracking systems for the division.
- Division representation – Develops effective working relationships with appropriate internal resources/customers.
- Work standards – sets tone for division staff; focuses on task accomplishment; utilizes effective time management techniques to ensure task deadlines are met.
Requirements/Minimum Qualifications
- High school diploma or equivalent and 6-8 years of related experience or an Associate’s degree and 4-6 years of relevant experience.
- Proficient in word and excel.
- Uses judgment within defined practices and procedures.
- Utilizes knowledge, along with computer skills to perform procedures with assigned functional area.
- As a Federal contractor, Southern Research may be required to comply with a Federal COVID-19 vaccination mandate. In that event, Southern Research will require that all newly hired employees show proof of full COVID vaccination or authorized exemption prior to their start date.
Work Environment & Conditions
This position is required to work in an office setting using a computer for extended periods of time. Some lifting ( /- 25lbs) may be required.
Physical Demands
- Ability to perform work utilizing a computer for extended periods of time.
- Ability to sit for extended periods of time without being able to leave the work area.
Certifications, Licenses & Registrations
- No certifications required.
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Salary.com Estimation for Executive Assistant Scientific Platforms in Birmingham, AL
$48,590 to $63,053
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Job openings at Southern Research
Southern Research
Birmingham, AL
Full Time
Southern Research
Birmingham, AL
Full Time
Southern Research
Birmingham, AL
Full Time
Southern Research
Birmingham, AL
Full Time
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