Research Administrative Assistant STEM

Dine College•Tuba City, AZ

3d•Onsite

About The Position

The Administrative Assistant will be responsible to maintain and coordinate 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. Keeping immediate supervisor informed regularly and as needed, of all significant problems, progress and activities. Assist hiring student interns from Junior high school, high schools and Dine 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. Disclaimer: This is not necessarily an exhaustive list of all responsibilities, duties, skills, efforts, requirements or working condition 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. To adhere to the institution's high standards supporting its integrity in compliance with accreditation requirements. To observe and comply with the College's Personnel Policy and Procedures Manual. Assist the Project Director in daily operations of CONVOY by appropriate communication as needed. Distributes informative flyers, brochures, photocopies and other materials among participants as requested. Maintains a filing system for the CONVOY project, documents, students, and correspondence to ensure effective communication, organization, and flow through college system in a timely manner. Maintains, general operations by using office software such as MS word, MS Exel, Outlook, and other College software to support tracking of Project training, travel, resources, meetings and events. Keeps records of all expenditures, purchases requisitions, and inventory by using MS Excel. Assists Project Director in timely annual reporting and budget submissions for each fiscal year. Makes travel, training, conference arrangements and coordinates approval process and requests through Finance Office and appropriate line of authority. Assists in College-wide events such as inter-campus, academic achievement, and graduation, etc. Assist CONVOY Director in matters related to the project and when needed. 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. Driving the GSA vehicles for student recruitment and driving GSA van during summer internship for student's field trips.

Requirements

Associate Degree in Science/Accounting/Business/Commerce or similar field
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, purchasing of scientific material
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 in a polite and professional manner
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 institutions current CMMS, Asset Essential, Event Manager
Working knowledge of Warehouse operations and ability to utilize a computerizes maintenance management system to track inventory of equipment, chemicals, supplies and other materials
Phone etiquette and office techniques
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 database for inventory reports
Must work well with others
Effectively communicate with immediate supervisor and subordinates
Must be able to work in an office setting but also exposure to warehouse/repair shop environment
Physical requirements not limited to lifting up to ten pounds
Must possess and maintain a valid State Driver's license

Nice To Haves

BS in Science/Accounting/Business/Commerce or similar field
Oral fluency in Navajo

Responsibilities

Maintain and coordinate general operations and support for the CONVOY project
Communicate professionally with the team, college faculty, administration and staff as well as institutions and programs external to the college
Keep immediate supervisor informed regularly and as needed, of all significant problems, progress and activities
Assist hiring student interns from Junior high school, high schools and Dine College
Complete and record time sheets
Draft correspondence
Complete all paper work
Distribution of stipends
Maintain budget and financial transactions up to date
Assist the Project Director in daily operations of CONVOY by appropriate communication as needed
Distribute informative flyers, brochures, photocopies and other materials among participants as requested
Maintain a filing system for the CONVOY project, documents, students, and correspondence
Maintain general operations by using office software such as MS word, MS Exel, Outlook, and other College software
Keep records of all expenditures, purchases requisitions, and inventory by using MS Excel
Assist Project Director in timely annual reporting and budget submissions for each fiscal year
Make travel, training, conference arrangements and coordinates approval process and requests through Finance Office and appropriate line of authority
Assist in College-wide events such as inter-campus, academic achievement, and graduation, etc
Assist CONVOY Director in matters related to the project and when needed
Assist the PI in RQ submissions, purchasing, tracking POs, contacting vendors and organizing activities related to CONVOY and MS biology students and research
Driving the GSA vehicles for student recruitment and driving GSA van during summer internship for student's field trips