TEXAS BIO MEDICAL RESEARCH INSTITUTE Administrative Assistant in SAN ANTONIO, Texas
General Summary: Provides support to and coordinates day-to-day administrative duties relative to the assigned executive officer or organizational unit. Performs routine and non-recurring duties requiring the frequent use of business or technical terminology. Duties may require detailed knowledge of terminology relative to the assigned area. ROLE AND RESPONSIBILITIES Consistent attendance is an essential responsibility. Coordinates preparations for staff meetings, committee meetings, board meetings, seminars and similar functions. May input and retrieve data in a database or spreadsheet. Files and retrieves corporate documents, records, and reports. Maintains office supplies for assigned area, and completes purchase requisitions for office supplies, as required. Composes or types correspondences or documents (e.g., proposals, grant and contract applications, memoranda, or other materials) using a word processing application on a Windows Computer or Macintosh Computer. Responsible for final proofreading of all transcribed documents. Distributes and opens mail, as required. Answers telephone calls and records messages, as required. May receive and route paperwork, supplies, equipment and other materials for interoffice delivery. May make travel arrangements and hotel reservations. Prepares itinerary and travel expense report. Establishes, maintains, and retires various files, including confidential files, as required. May interact with visitors; maintain daily calendar and appointment schedules, sets up meetings and appointments. May provide clerical support to other units. Answers phone calls and direct calls to appropriate parties or take messages. Greets visitors and determines whether they should be given access to specific individuals. Required to maintain confidentiality. Must have valid driver s license to meet organization driving standards. Performs other duties as assigned. Qualifications and Education Requirements Bachelor s degree required. Requires three or more years of job specific experience. Candidate should have at least two years in an Administrative Assistant I or similar position. Must have well-developed organizational skills. Computer knowledge (to include Internet and Microsoft Outlook experience) and Microsoft Word experience required. SKILLS: Excellent written and interpersonal communication skills with the ability to interact with both senior management and subordinates. Ability to excel in an environment working with members of a highly effective work team. Excellent written and interpersonal communication skills with the ability to interact with both senior management and subordinates. COMPETENCIES: Consistently maintains high levels of activity or productivity. Participates as an active and contributing member of a team to achieve team goals. Works cooperatively with other team members. Possesses, acquires, and maintains the technical/professional expertise required to do the job effectively. Effectively presents ideas, information and materials to individuals and groups. WORKING ENVIRONMENT: Work is performed within routine office environment with no exposure to hazardous or unpleasant conditions. Physical demands are usually limited to sitting or standing in one location much of the time. Some stooping, lifting or carrying objects of light weight may be required. Equal Employment Opportunity/M/F/Disability/Protected Veteran Status. Pre-employment drug screen is required.