Posting Title: Administrative Assistant I Overview:

This position will assist the VSL Controller with purchasing and administrative support for the Vitreous State Laboratory Staff Scientists. Numerous purchases are required to meet current grant and contract provisions, while maintaining VSL as an accredited laboratory for the Catholic University of America.

The projected salary or hourly pay range for this position is $39,000-$42,000/yr.

Responsibilities:

Procurement and Order Management: Places orders by phone and online for supplies and enters requisitions for orders into the VSL database system.
Material Receipt and Record Management: Verifies packing slips against materials ordered upon receipt; logs received items and notifies intended recipients; files all relevant paperwork while maintaining compliance with VSL Chemical Inventory and QA requirements.
Shipping and Communication Center Oversight: Handles VSL’s communication center for incoming/outgoing shipments and general mail; Operates and maintains photocopy and printer equipment supplies as needed; Answers the VSL phone system, takes messages, and directs inquiries as required.
Financial Reconciliation: Aids in reconciling VSL Pcard statements accurately with monthly purchase records.
Meeting and Event Assistance: Assists in hosting conference meetings and events involving outside guests, including catering and parking arrangements.
Policy and System Adaptation: Stays informed of policy and system updates and assists in their implementation.
Assists with other administrative tasks as needed in the absence of other team members.

Qualifications:

Bachelor's Degree in Business Administration, Office Administration, Management, Accounting or Finance, Communication, Information Systems, General Studies or Liberal Arts.
Practical experience exceeding 18 months will be considered in lieu of the Bachelor's degree.
At least 18 months of experience in purchasing, account reconciliation, database management, operations, and/or audit tracking. Experience working in a laboratory environment is desirable.
Technical and practical knowledge in MS Excel, MS Access, MS word, MP2 Database Management and PeopleSoft Financial Systems preferred.
Strong organizational and multitasking abilities.
Attention to detail in record-keeping and reconciliation tasks.
Proficient communication and interpersonal skills to interact effectively with team members and external stakeholders.
Ability to adapt to changes and learn new systems or processes as required.
Ability to work independently and as part of a team.

The Catholic University of America

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Administrative Assistant I