Program Assistant 3

Job Description

Department: IPR – Inst for Policy ResSalary/Grade: NEX/11Job Summary:This administrative position supports the Institute for Policy Research (IPR)’s events, communications team, and front office duties. Specifically, this job assists IPR’s communications team with event planning and execution, website updates using a content management system (Cascade), and other communications assistance that includes serving as IPR’s liaison on its CRM project (Zoho) and supervises a student worker on IPR’s archives and preparations for our move to Jacobs. This position also coordinates facilities management, front office coordination including mail and key support, greeting visitors, processing reimbursements, office supply ordering and maintenance, and IPR conference room calendaring.

Familiarity with university settings, attention to detail, and customer service orientation are a plus. IPR is a University Research Institute focused on collaborative research across disciplines. Please provide a cover letter with your application. Coordinates administrative processes and prioritizes, directs, and responds to business matters involving administrative functions associated with education, research, and/or operations.

Creates and maintains associated documents, spreadsheets, databases, meetings, special events, etc. and alerts supervisor of critical issues and upcoming events.

Please note: There may be infrequent early evening events requiring setup and staffing. Specific Responsibilities:Documents & DatabasesIndependently responds to and composes correspondence. Creates and maintains standard spreadsheets and/or databases.

Prepares queries, reports, statistics, tables, charts, etc. based on information compiled from various sources. Determines format, elements, trends, etc.

WebsiteMaintains websites and/or blogs. Creates new web pages and/or updates standard information/data within the application’s content management program.

AccountingApproves appropriate expenses, purchases and reimbursements per budget. Creates and maintains financial records. Prepares forms.

Verifies appropriateness and accuracy of charges. Processes and reconciles expenses, accounting transfers, and/or appropriation changes. Updates financial transaction spreadsheets and databases.

Generates summary reports and statistics. Processes routine payroll actions. Maintains accounting balances for grants/contracts.

Human ResourcesInitiates full range of HR actions such as new employee dept orientation. Resolves hiring, termination, etc. processing problems.

EWJD3