The Administrative Assistant is responsible for supporting the department with routine administrative tasks. This position regularly corresponds with families and contributes through following established business processes, systems, and procedures. The incumbent will complete forms, order and distribute supplies, coordinate meeting logistics, and assist with the onboarding of New Hires, Students, and Fellows

1. Provide administrative support services to faculty, Magnetic Resonance (MR) technicians, postdocs, and students, including but not limited to copying, organizing/filing materials, mail, and message distribution as needed. Assist with related F.M. Kirby Research Center needs.
2. Complete forms and requisitions for faculty, MR technicians, postdocs, and students.
3. Order supplies as needed. When supplies arrive, process and direct to the relevant persons in a timely fashion.
4. Process reimbursements and bill payments related to grants, subcontracts, and budgets. Administrative Assistant, 25 October 15, 2025.
5. Coordinate catering, lodging, and logistics for meetings organized by the F.M. Kirby Research Center, as well as ensuring accommodations are in place for visitors.
6. Provide administrative support services to faculty, Magnetic Resonance (MR) technicians, postdocs, and students, including but not limited to copying, organizing/filing materials, mail, and message distribution, greeting visitors, answering phones, and providing customer service to patrons as needed. Assist with related F.M. Kirby Research Center needs.
7. Schedule and set up meetings and appointments. Disseminate meeting invites electronically in a timely manner to appropriate individuals (i.e., families, physicians, and clinicians).
8. Compile new hire orientation manuals and applicant packets.
9. Maintain cleanliness of office conference and breakroom, including scheduling of regular cleaning of offices.
10. Facilitate the onboarding of Students and Fellows, to include providing and collecting paperwork and sharing training office communications.
11. Compose and mail cards for special occasions for staff.

EDUCATION:

• High School Diploma, GED or equivalent required. 

EXPERIENCE:

• Related administrative or clerical experience preferred.