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Research Administrative Assistant

Tuba City Center

School of STEM

Tuba City Campus

Duty Schedule:

Monday-Friday, 8:00 am - 5:00 pm, 40 hours/week, preferably 8 hours per day.

Summary/Objective of Position:

The Administrative Assistant will be responsible for maintaining and coordinating general operations and support for the CONVOY project's smooth continuation. Communicates professionally with the team, college faculty, administration, and staff as well as institutions and programs external to the college. Keeps immediate supervisor informed regularly and as needed of all significant problems, progress, and activities. Assist in hiring student interns from Junior high school, high schools, and Diné College. Responsible for completing and recording time sheets, drafting correspondence, completing all paper work, distribution of stipends, and maintaining budget and financial transactions up to date.

Description of Essential Functions of the Position

Disclaimer: This is not necessarily an exhaustive list of all responsibilities, duties, skills, efforts, requirements or working conditions associated with the job. While this list is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed as assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This is not necessarily an exhaustive list of all responsibilities, duties, skills, efforts, requirements or working conditions associated with the job.

The position description and duties include essential functions, and they are:

1. To adhere to the institution's high standards supporting its integrity in compliance with accreditation requirements.
2. To observe and comply with the College's Personnel Policy and Procedures Manual.
3. Assist the Project Director in the daily operations of CONVOY by appropriate communication as needed.
4. Distributes informative flyers, brochures, photocopies, and other materials among participants as requested.
5. Maintains a filing system for the CONVOY project, documents, students, and correspondence to ensure effective communication, organization, and flow through the college system in a timely manner.
6. Maintains general operations by using office software such as MS Word, MS Excel, Outlook, and other College software to support tracking of Project training, travel, resources, meetings and events.
7. Keeps records of all expenditures, purchase requisitions, and inventory by using MS Excel.
8. Assists Project Director in timely annual reporting and budget submissions for each fiscal year.
9. Makes travel, training, and conference arrangements and coordinates the approval process and requests through the Finance office and appropriate line of authority.
10. Assists in College-wide events such as inter-campus, academic achievement, and graduation, etc.
11. Assist CONVOY Director in matters related to the project and when needed.
12. The person will also be assisting the PI in RQ submissions, purchasing, tracking POs, contacting vendors, and organizing activities related to CONVOY and MS biology students and research
13. Driving the GSA vehicles for student recruitment and driving the GSA van during summer internship for students' field trips.

QUALIFICATIONS

Education & Experience

Minimum:

• Associate Degree in Science/ Accounting/ Business/ Commerce or similar field

Preferred:

• BS in Science/ Accounting/ Business/ Commerce or similar field. The amount of experience required to enable an employee with the necessary experience to attain acceptable proficiency and skill to perform the duties and responsibilities of the job.

Knowledge:

• Must have willingness and ability to learn, instruct, guide, and assist the project team, researchers, and students under this grant.
• Demonstrates a keen understanding of numeracy and an understanding of finance, ordering, and purchasing of scientific material.
• Knowledgeable of cost comparison and estimates required for building maintenance and repairs or renovations.
• Working knowledge of establishing and maintaining an inventory management system.
• Must have people management skills, including the ability to inspire, lead and motivate a team of people, delegate work and explain ideas.
• Must be able to handle public concerns/complaints in the office via phone politely and professionally.

Skills:

• Must have high interpersonal skills to effectively communicate with students, staff, faculty, administration, vendors and the general public.
• Must be able to learn and utilize the institution's current CMMS, Asset Essential, and Event Manager.
• Working knowledge of Warehouse operations and ability to utilize a computerized maintenance management system to track inventory of equipment, chemicals, supplies, and other materials.
• -Phone etiquette and office techniques.

Abilities:

• Strong computer skills, including MS Excel. Oral and written communication skills.
• Excellent organization & time management skills.
• Must be able to use general office equipment, computer software, and the Internet to maintain a database for inventory reports.
• Must work well with others.
• Effectively communicate with immediate supervisor and subordinates.

Physical Requirements, Work Environment & Travel:

• Must be able to work in an office setting but also exposure to warehouse/repair shop environment.
• Physical requirements not limited to lifting to ten pounds.

Other Requirement(s):

• Oral fluency in Navajo is highly desirable, but not mandatory.
• Must possess and maintain a valid State Driver's License.