Administrative Assistant

About the Opportunity

Position Summary:
The primary responsibilities are providing administrative support to the Division of Laboratory Animal Medicine and Northeastern University’s Institutional Animal Care and Use Committee.  This person will be the primary contact for the DLAM Department and the IACUC Committee.  This person will support the IACUC and the DLAM using the current system then aTunes software system(once implemented).  This person will work with the researchers for submission of IACUC protocols and amendments, be required to keep detailed records of purchases for DLAM and invoice investigators for purchases and services rendered, administer. They will also be required to take minutes at IACUC meetings, and assist the DLAM Director with administering all aspects of the IACUC.  In an emergency, this person may be asked to help the DLAM with animal husbandry so this person must have no known allergies to research animals.

Qualifications:
A minimum of 2 years of college course work/2 year degree plus 3-5 years experience.  The person should have experience with electronic compliance/management systems.  The person must be highly organized, able to work independently, have good communication skills both written and oral, be able to work independently, have experience with Access Databases, have experience with billing and invoicing for services, and must be able to represent the department in a professional and helpful manner.  Experience working with an IACUC committee is a plus. 

Job Responsibilities:
Record Keeping, Billing and Invoicing.  Administration of the Atunes Software System (30%)
Provide support the IACUC and DLAM for the implementation and operation of the atunes software. This involves the submission of IACUC protocols/amendments, animal requisitions, billing of researchers.  Billing includes printing of cage cards, per diem collection, and all other aspects of this DLAM and IACUC office.
Record Keeping, Billing and Invoicing (25%)
Ensure that all documentation and record-keeping, both written files and database, are completed consistent with applicable regulations and departmental requirements.  Complete monthly invoicing and billing to researcher for animal and supply purchases and for services rendered.  Complete monthly Concur reports for all Pro-Card transactions.
Administrative Support (20%)
Provide administrative support to DLAM and the IACUC, send approved communications to researchers, assist with preparation of official departmental documents and communications, print monthly animal census and door sheets for all animal housing areas, bill investigator for animal housing, ensure office is supplied with proper supplies for its function.
Support work of IACUC (15%)
Organize regular IACUC meetings, inform IACUC members of committee activities, provide documentation and information to IACUC as necessary, prepare meeting agendas in consultation with the DLAM Director/IACUC Coordinator, and IACUC chair, attend meetings and maintain meeting minutes as described in regulations, carry out directives of IACUC.

Department Liaison/Ordering Supplies (10%)
Provide information to researchers and their staff or refer them to the individual that would have that information. Work with DLAM technicians to ensure proper timely ordering of supplies for the animal facilities (food and bedding, cleaning supplies, etc.), accurate ordering all animals used in the DLAM facilities and informing animal care staff of arrival & ordering supplies for researchers. 

Position Type

General Administration

Additional Information

Northeastern University considers factors such as candidate work experience, education and skills when extending an offer.  

All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, religion, color, national origin, age, sex, sexual orientation, disability status, or any other characteristic protected by applicable law.

Compensation Grade/Pay Type:

106H

Expected Hiring Range:

$23.02 - $31.66

With the pay range(s) shown above, the starting salary will depend on several factors, which may include your education, experience, location, knowledge and expertise, and skills as well as a pay comparison to similarly-situated employees already in the role. Salary ranges are reviewed regularly and are subject to change.