Senior Secretary Job Description

1. General Secretarial Responsibilities
2. Summer Institutes
3. Training Courses
4. Reporting System
5. Supply Room
6. Facilities
7. File System
8. Computer Time Allocations
9. Inventory Controls
10. Maintenance Agreements and Warranties
11. General Office

I. General Secretarial Responsibilities

1. Pick-up, sort and deliver mail daily
2. Open EDI mail, date stamp and make appropriate copies
3. Process daily mailings, bulk mailings, faxes, fed-ex, and courier services
4. Prepare correspondence and provide proofreading and editing services
5. Open and close office at beginning and end of each work day (using check lists, procedures)
6. Serve as AHPCRC general receptionist (telephone and in-person)
7. Coordinate staffing of front reception area with other Senior Secretary during events

II. Summer Institutes

1. Assist with recruiting and screening process
2. Arrange travel schedules and housing for students
3. Prepare related POT's, travel reimbursements, etc.
4. Coordinate catering and facility arrangements
5. Schedule student activities and field trips
6. Locker assignments
7. Schedule Army and industrial speakers and arrange for travel and lodging when necessary
8. Liaison with academic partners on Summer Institute participation
9. Maintain data base for tracking individual student participants
10. Prepare correspondence and maintain files

III. Training Courses

1. Create and mail brochures, program announcements, invitations and agendas
2. Maintain database and files of participant information
3. Coordinate catering when MSCI is funding the event
4. Coordinate facility needs (room, equipment, etc.)

IV. Reporting System

1. Compile information required for report completion from Co-PI's, PI's, staff scientists, and the Army
2. Prepare, duplicate and distribute reports

V. Supply Room

1. Maintain supply room organization
2. Fill supply requests as needed
3. Maintain adequate supply levels; when supplies are needed, inform Senior Secretary #1 who places general supply and GVL supply orders
4. Accept delivery of supply orders and verify order against packing slip and contents
5. Restock shelves and maintain electronic floor plan

VI. Facilities

1. Coordinate service calls/repairs for research area and copy center photocopy machines
2. Clean common areas and white boards as needed

VII. File System

1. Maintain central files (filing and archiving)
2. Maintain file room data base and floor plan
3. Search system and provide copies upon request

VIII. Computer Time Allocations

1. Provide point of contact for CM-5, T3D, and C90 computer time allocations and usage activities
2. Create new accounts and monitor allocations
3. Interact with MSCI accounting staff to ensure timely and accurate production and monitoring of system resource usage reports
4. Coordinate preparation and mailing of award letters and monitor distribution of passwords

IX. Inventory Controls

1. Oversee capital furniture and equipment inventories
2. Update and maintain database for all University capital equipment and furniture inventories and all MSCI capital equipment inventory located at the Center and all University minor equipment and furniture inventories
3. Department contact for University Inventory Services
4. Update and maintain off-campus equipment inventory forms and records

X. Maintenance Agreements and Warranties

1. Track all AHPCRC equipment warranties and maintenance agreements and site licenses
2. Notify EO of all warranty ending dates. Provide cost analysis for parts and labor versus service contract and make recommendations
3. Notify EO of all service contract ending dates. Provide cost of extension, new ending date and changes, if any, in service contract agreement
4. Notify Directorate of site license ending dates, maintain user data, agreement files, etc.

XI. General Office

1. Update and produce AHPCRC Handbook
2. Maintain AHPCRC library and keep front and back reception areas stocked with Bulletins, Brochures, etc.
3. Update and maintain AHPCRC policies and procedures
4. Open guest accounts as necessary
5. Call for repairs on the photocopier, fax and printers located in Director's area
6. Maintain desk manual that describes the procedures required to complete specific job responsibilities
7. Coordinate tours of the AHPCRC-UM and MSCI facilities upon request
8. Work with other Senior Secretary to proofread for proper grammar, spelling, punctuation, and formatting of all correspondence, reports, Bulletin and Brochure copy, faxes, etc. prior to dissemination
9. Update and maintain address database
10. Provide full back-up for other Senior Secretary position
11. Maintain event wall calendar (visitation, training, seminars/workshops/conferences)
12. Water office plants
13. Program fax machine and telephone speed dial numbers as needed
14. Empty recycling bins
15. Copy and distribute phone lists (IT, MSCI, AHPCRC)
16. Run errands as a back-up