University of New England

Office Manager and Administrative Coordinator for VPR and OSP

BASIC FUNCTION

Assist the Vice President for Research (VPR) and Office of Sponsored Programs (OSP) with the daily administration of the office and support for faculty and student research.

CHARACTERISTIC DUTIES & RESPONSIBILITIES:
>Primary

• Manage the VPR/OSP office operations.
• Schedule and manage appointments and meetings.
• Coordinate travel arrangements for VPR/OSP staff.
• Help manage UNE Institutional Review Board (IRB) by scheduling meetings, preparing agenda, minutes, etc, and advising faculty in the proper completion and submission of review materials.  Support OSP Director and IRB chair in conducting IRB business and maintain IRB database.
• Help maintain OSP database and run reports as requested.
• Maintain OSP website.
• Help create, design, and prepare OSP quarterly newsletter.
• Help design and maintain VPR website.
• Help create promotional material for the office of the VPR, including newsletters and an annual report.
• Assist the VPR in developing a “College/office of Graduate Studies.”
• Screen and distribute mail, flagging important documents and deadlines.
• Act as advisor to others in the department and the University in organizing and scheduling various University events and receptions.
• Coordinate, initiate, prepare, process and/or monitor various departmental budget records, financial, administrative and operational forms, records, reports, schedules and other documents. Ensure the timely and accurate completion of documents prepared by the VPR or OSP Director including requests for contracts, approval to hire forms, journal/cash vouchers, purchase orders and budget transfers.
• Prepare and coordinate start-up and orientation for new departmental employees.
• Organize and maintain various departmental files and records.
• Maintain current knowledge of University policies and procedures.
• Understand and comply with the University of New England Safety Manual.
• Completes new employee orientation and sexual harassment training within 30 days of the date of hire.
• Performs other related duties as assigned.

SUPERVISION EXERCISED:

No direct supervision exercised by this position. May direct work-study students.  May exercise functional oversight of specific tasks in conjunction with others in the department and / or university.

SUPERVISION RECEIVED:

Supervision is received from the Vice President and Director OSP

QUALIFICATIONS:

Bachelor’s degree in appropriate discipline, plus two to four years of relevant administrative experience, or a combination of education and experience from which comparable knowledge and skills are acquired.

• Broad base of general clerical and office management knowledge and skills.

ANNUAL TRAINING REQUIREMENTS:

• Code of Conduct
• Ergonomics
• Fire Safety
• HIPAA
• Sexual Harassment