Administrative Assistant Job in Rochester - Minnesota, USA / United States

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Administrative Assistant Job

Job Posting Number: 16801BR
Job Posting Title: Administrative Assistant
Job Posting Category: Office/Secretarial/Clerical Support , Research , Support Services
Work Site: MN - Rochester
Department: Grant and Publication Support Services (GPSS)

Job Description
Applies administrative assistant expertise to perform a variety of secretarial/clerical tasks. The Administrative Assistant will provide expertise and support to Investigators on both grant support functions and academic support functions. Incumbent will ensure that the grants and/or grant-related components meet all funding agency guidelines and deadlines, work with the Investigators to prepare and process institutional and agency documentation such as biographical sketch and other support for a wide variety of grant and IRB protocol submissions.

Is accountable for ensuring accuracy and completeness of all documents. Tasks may include typing, proofing, formatting, importing tables, figures and graphs, and coordinating the submission of multiple grant applications and protocols, transcribing correspondence; maintaining calendars; scheduling meetings; making travel arrangements; answering telephones and providing related follow-through; filing; preparing reports, meeting agendas and minutes, and presentation materials; processing reimbursement for travel and other professional expenses; and maintaining records. Routinely serves as a resource and mentor to others as opportunities arise. Demonstrates initiative, proficiency, and good judgment to optimize the time of those supported. Strong organizational and communication skills and a commitment to quality and excellence in service are important components of the role.

As part of academic support functions, the incumbent will manage grant assembly and submission process including journal articles, posts, slides, book chapters, abstracts, conference handouts and other academic projects and duties as they arise.

Will routinely interact with Investigators, medical staff, collaborating personnel and institutions, Reseach Administrastion from Mayo Clinic Rochester, (for subawards) Jacksonville, and Arizona, the National Institutes of Health, Grants.gov, and other funding agencies. #

Basic Qualifications:
Requires successful completion of a one- or two-year degree/diploma in an administrative assistant/secretarial field or a minimum of two years' experience in a secretarial/administrative assistant role performing responsibilities such as managing calendars, creating correspondence/reports/presentations, database/spreadsheet management, coordinating travel, etc. Mayo Clinic employees applying for this position are asked to attach their 3 most recent performance evaluations to be considered for this position.

Other Qualifications:
Previous experience preparing grants/manuscripts for submission; previous research experience preferred.

Requires excellent application of grammar, punctuation, and English usage. Must have computer experience and possess proficiency on technical office equipment (computer, printer, dictation equipment, phone system, fax machine, etc). Must possess high-level skill in organization, clerical aptitude, interpersonal relations, excellent written and oral communication skills, and have the ability to prioritize and handle a variety of tasks simultaneously, including standard office practices and independent composition of letters. Must demonstrate good decision-making and judgment as well as attention to detail and follow-through. Must be able to adapt to a rapidly changing environment. Typing skill of 60 WPM and experience with secretarial/clerical software, preferred.

License or Certification:
None required.

Benefit Eligible: Yes
Exemption Status: Non-exempt
Hours/Pay Period: 80
Schedule Details: Monday - Friday, Hours to be determined
Weekend Schedule: Occasionally-dependent on grant deadlines

Compensation Detail: Education, experience, and tenure may be considered along with internal equity when job offers are extended. The minimum pay rate is $16.23 per hour.

Staffing Specialist: Janice Tesch

Mayo Clinic is an affirmative action / equal opportunity educator and employer.
Type : Permanent Jobs
Location : Rochester - Minnesota, United States
Salary : Competitive
Main Industry : Search Secretarial, Office & Administration Jobs
Other Industries and Skills : Education & Training, Information Technology
Role : Administrative Assistant Job
Job ID : 17262549
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