Administrative Assistant II RESEARCH NEUROLOGY

Education:
High School Diploma or Equivalent required OR
Trade/Technical/Vocational Diploma, Related Field of Study preferred.

Experience
Administrative Assistant or Secretarial Experience 2-3 years required.

Experience with event management preferred.

Knowledge, Skills & Abilities

• Proficiency with office procedures and equipment i.e. filing, copying, scanning, printing and faxing.
• Proficiency in MS Office.
• Ability to proofread and edit written documents.
• Ability to use phone system.
• Managing one's own time and the time of others.
• Strong verbal & written communication skills.
• Strong interpersonal, written and oral skills.
• Ability to use standard office equipment.
• Familiarity with medical terminology.

The Administrative Assistant will be a central partner to the Chief of the Division of Headache and Facial Pain, helping to keep both the division and the research laboratory running smoothly and efficiently. This role blends executive support (e.g. calendar management, meeting and travel coordination, and expense reporting) with creative and team-oriented projects like website construction, organizing events, and quality improvement projects to improve lab and division operations. It's a position for someone who enjoys variety, problem-solving, and making sure that all the moving pieces of a busy academic and research program come together seamlessly.

The ideal candidate is proactive, detail-oriented, organized, and collaborative-someone who takes pride in improving operations, while also enjoying the chance to be part of a dynamic and innovative academic environment that is working hard to deliver the best care to patients and research new treatments for headache and pain disorders.

Preferred Duties:

• Work closely with the PI to manage business calendar for the PI. This will include coordinating recurring group meetings both on- and off-site, including securing transportation, room locations and catering, as required. Will also organize meetings either via phone or videoconference and will be responsible for communicating PI availability to the Program Director and laboratory members.
• Coordinate domestic and international travel arrangements for the PI, including flights, hotel and ground transportation, and associated visa paperwork.
• Process travel expenses and invoices. Track all invoice activity, including generating purchase orders and following up on unpaid invoices.
• Coordinate arrangements for visiting speakers and prospective candidates. This includes greeting/escorting candidates, arranging travel, hotel and meal accommodations, as well as expense reimbursement. Coordinate on-site arrangements for conferences/meetings as directed.Coordinate catering for meetings and special events as required.
• Event management, including coordination of schedules, publicity, venues, catering, travel arrangements, A/V support, expense reimbursement.
• Organize, maintain and develop office files, directories, listings (may include grants, manuscripts, reprints of journal articles, CVs, biosketches, photographs, protocols, office forms, research information, etc.) as necessary for the operation of the office.
• General administrative duties for laboratory members will include preparing FedEx shipments, ordering office supplies, maintaining computer hardware/software inventory, including purchasing upgrades for both as required.
• Keep the lab and division websites updated.
• Manage internal and external email and teams communication lists.
• Assist PI in submitting grant updates as required to sponsors.
• Assist in preparation, editing and distribution of miscellaneous reports, posters, announcements and other documents and visual materials.
• Remain knowledgeable of business unit policies.
• Can complete routine tasks independently but comfortable seeking guidance from PI when needed.

Preferred Skills:

• Excellent spoken and written communications skills, including accurate grammar, spelling and punctuation; familiarity with scientific and medical terminology; able to communicate complex information accurately.
• Highly proficient with Microsoft Office and other standard business software, including Windows and Mac OS.Able to learn new software tools quickly.
• Proficiency with spreadsheet management including numbers, able to manage expenses, budgets and purchasing.
• Proficiency with responsibly using and verifying AI generated content to improve workflows (e.g. ChatGPT, google Gemini, Claude).
• Strong organizational skills, including ability to manage calendars, schedules, and prioritization among multiple tasks, often with tight deadlines.
• A professional demeanor, able to interact effectively with senior clinicians, researchers and colleagues at all levels inside and outside the organization.
• Can manage confidential information (e.g. personnel or financial matters) with discretion.
• Enthusiasm for science and medicine, commitment to PIN mission of understanding the brain and treating brain diseases.
• A problem-solving mindset, undeterred by frequent change, can use initiative and judgment to overcome administrative obstacles, learn new skills and solve unfamiliar challenges.
• Ability to prioritize in order to meet deadlines.
• Able to learn a variety of digital apps/platforms, and troubleshoot basic IT issues (logins, passwords, navigating Workday, MS Teams, Zoom and other platforms, editing web pages, managing email distribution lists, etc).Proficient with numbers, spreadsheets and charts.
• Strong writing skills - able to communicate clearly and accurately by email.
• Event organization, including room reservation and setup, food and drink orders, online registration, distributing announcements.
• Strong interpersonal skills - able to develop rapport and to interact with colleagues at all levels in the organization.
• Multitasking and time management - prioritizing tasks from several faculty members.