The Research and IT Administrative Assistant is responsible for the execution of administrative tasks of the Research and Evaluation division and the IT division, including but not limited to accurately processing all: purchasing and ordering, reconciliations, cash advances, employee reimbursements, contracts, and invoices. The Administrative Assistant is also the primary person responsible for providing assistance to the division with the logistics for meetings, trainings, maintaining contact information for the purposes of research data collection, cleaning and entering data, etc.; with these tasks being collaboratively supported by the Research Assistant (also based at Hayes) as needed. The Administrative Assistant must possess exemplary attention to detail; excellent time management skills; strong computer and editing skills; effective communication and collaboration skills, the ability to be creative, resourceful, and take initiative in assessing and managing multiple tasks and addressing shifting priorities while exercising judgment in responsibilities; and stamina to remain consistently productive in a dynamic, fast moving work environment.Location:
Time will be split between two locations, one on the South side of Chicago and the other in the Loop.Reporting Relationships:
The Research Administrative Assistant reports to and will be supervised by a member of the Research team and will provide support to all members of the Research and Evaluation Team and members of the IT Division.Major Responsibilities and Key Tasks: Administrative (Research and IT)
- Enter and process purchase requests for all supplies for the team as needed using the Ounce's electronic purchasing system and troubleshoot purchasing problems.
- Manage, code, and submit team members' reimbursements and reconciliations (e.g., for the Division credit card and petty cash fund) per Finance division guidelines and protocols as needed.
- Managing relationship with cell phone vendor for Ounce-wide mobile procurement (i.e., order new phones, receive packages, submit ticket for phone set up, process appropriate paperwork).
- Assisting with contracts (vendors and contractors/consultants)
- Complete clerical tasks that support the work of the research and IT divisions (i.e., typing of letters and/or documents; preparation of envelopes, labels, and materials for mailing; distribution of mailings; copying, production and distribution of documents, data collection instruments, and reports, correspondence, etc).
- Facilitate the efficient flow of communication between staff (written and verbal) via email, fax, phone, mail, etc. as requested.
- Assist in the setup and cleanup of meetings and trainings as requested.
- Maintain professional appearance of all common areas in the office including copier area, supply and paper areas.
Educational and Experience Requirements:
- Enter, manage, and maintain contact information and consent forms for all Follow-Up Study participants in electronic database and hard copy files.
- Copy, assemble, distribute and maintain research documents and publications.
- Assist members of the research division in special projects as needed.
- Assist Research team members with completing other tasks in support of administration and research functions as requested or needed.
- Submit, track, and reconcile cash advances and/or petty cash funds for stipends for Follow-Up Study participants.
- Clean research protocol and enter data into Excel spreadsheets, SPSS databases, or other applications as needed by Research division staff
Required Skills and Abilities:
- Associates Degree in Business, Communications, or related field or 2 years college or secretarial school with 2 years of experience in administrative support capacity.
- Proficient with computer applications & tools including Microsoft Excel, Word, and Outlook. Electronic purchasing system experience preferred.
Essential Job Functions:
- Proficiency with computer applications - thorough understanding of Microsoft Outlook, word processing (Microsoft Word), mail merge, and spreadsheets (Microsoft Excel). Some knowledge of databases (Raiser's Edge and SPSS preferred) and PowerPoint is required. The ability to learn and master other computer technology /software programs as needed is also required.
- Must qualify by test:
- Typing speed of 50 w.p.m.
- Intermediate computer skills in Microsoft Word, working knowledge of Excel is preferred.
- Ability to work independently and collaboratively in a team environment.
- Ability to exercise independent judgment in most repeated and routine responsibilities.
- Ability to promote internal and external communication and collaboration between divisions.
- Ability to maintain files and filing systems.
- Good command of Internet usage.
- Ability to recognize communication and relationship variations between and among varying cultural groups, and to act accordingly.
- Excellent written and verbal communication skills.
- Good proofreading skills.
- Good organizational ability.
- Ability to prioritize multiple tasks and exercise independent judgment in repeated and routine responsibilities and accomplish assignments in a timely manner.
- Reliable and exercise discretion in handling confidential information and materials.
- Detail-oriented and content with repetition of tasks.
- Flexible attitude and ability to maintain focus in a dynamic team environment.
- Ability to work in a team environment and communicate appropriately with a diverse staff and external constituents.
- Must be able to move around the office to route internal and external communications and use office equipment.
- Ability to use general business office equipment including but not limited to phones, fax, copiers, and computers.
- Must be able to bend to access files and materials at floor level and use a stool to reach materials on high shelving.
- Must be able to lift or move up to 50 pounds at a time and have sufficient upper body strength to move hospitality items (food and beverages), and move chairs and other meeting room furniture, as needed.
- Ability to stand; walk; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; and stoop, kneel, crouch, sit or crawl.
- Ability to talk and hear on the telephone, one-on-one and within groups.
- Ability for specific vision including close vision, distance vision, and the ability to adjust focus.