Office Assistant 2 - (STA006508)

Texas, United States
Salary Not Specified
Oct 08, 2020
Employment Type
Full Time

Provides clerical office support to office staff by performing diverse duties such as word processing, typing, filing and preparing department expenditure documents. May check and guide work of lower level office personnel.,Performs a variety of office duties, which typically include one or more of the following

  1. Preparing financial/expenditure documents for the department, maintaining financial/expenditure files, and following up on vendor inquiries.
  2. Ordering supplies, maintaining supplies and periodically taking inventory.
  3. Typing a variety of forms and correspondence from rough notes and drafts.
  4. Sorting and distributing incoming mail, receiving mail deliveries and routing it to appropriate faculty and staff.
  5. Assisting in calculating balances of departmental budget accounts.
  6. Operating the fax machine and copier.
  7. Inputting data into a centralized computer terminal.
  8. Maintaining departmental files to ensure that all records are updated and modified as necessary.
  9. Performs other job-related duties as assigned.

Additional Posting Information

This position provides clerical and administrative support to the Associate Dean for Research and Graduate Programs, the Office of Research, and the Office of Graduate Programs.

Support for the Associate Dean for Research Duties:

  1. Manage daily schedule and appointments.
  2. Arrange and process travel and travel reimbursements.
  3. Organize meetings/events, including room/facilities reservations.
  4. Perform routine clerical duties including drafting, typing, filing, answering phones, greeting visitors, ordering supplies, and responding to email.

Support for the Office of Research:

  1. Provide clerical office support to the Office of Research staff, performing diverse duties such as typing, filing, scanning, and office communications.
  2. Prepare financial/expenditure documents, including vouchers and journals.
  3. Assist with tracking the status of financial/expenditure transactions and following up with departments.
  4. Inputting data in a centralized financial database.
  5. Assist with post-award close-out process, including running reports and processing final expenditure documents.
  6. Track monetary and non-monetary contracts.
  7. Assist with proposal transmittal initiation and completion.
  8. Maintain office files to ensure all records are updated as necessary.

Support for the Office of Graduate Programs:

  1. Provide clerical office support to the Office of Graduate Programs staff.
  2. Assist with graduate student research-related tasks, including:
  3. Organizing and verifying lab safety training for new students
  4. Verifying CITI training for all graduate students in the college
  5. Collecting rotation reports from first year students and faculty
  6. Collecting abstracts from all students
  7. Collecting committee meeting reports
  8. Check dissertations and theses for format, plagiarism, and copyright.


Qualifications :

High school and 1 year experience

Requires a basic knowledge of grammar, spelling, punctuation and simple mathematical functions like percentages, ratios, etc. as might normally be acquired through attainment of a high school diploma or GED. Requires a minimum of one (1) year of directly job-related experience.

Additional Job Posting Information:

-Degree may be considered in lieu of experience.

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