---+Administrative Assistant II ---++STAFF HUMAN RESOURCES, TRAVEL and EVENT PLANNING ---+++Staff Human Resources * Staff recruitment * Coordinate advertisement ---+++Human Resources * New hires * PMF processing * Maintain/update New Hire checklist * Onboarding and orientation (New Hire packet) * 6 mo evaluation/recommend increases where appropriate * Staff promotions * FMLA * Exempt Time Off Report * VPES * Coordinate all annual evaluations with DA * Ensure policy compliance * Annual salary letters ---+++International support services (Vanderbilt International Services and International Tax --VISIT) * Maintain records and ensure timely processing * Visas * Permanent residency ---+++Travel (Faculty, Staff, Graduate Students and Guest Travelers) * Make travel arrangements and book travel using FROSCH (flight, hotel, ground transportation, registration, etc.) * Prepare traveler’s package for accumulating receipts and expense documentation (include pertinent policies and guidelines including waiver for car rental insurance, reimbursement policies, etc.) * Manage travel authorizations and travel expense reports * Develop and maintain tool for tracking authorizations/expense reports to ensure completion and/or reimbursement * Ensure compliance of expenses with department and institutional policies * Ensure reimbursement where appropriate (including Supersaver) * Coordinate with travelers/entities for international travel compliance * Export control * International Travel questionnaire * Foreign Travel Requests for charging to grants * Arrange and book travel for visiting guests and speakers * Prepare travel itineraries (flight, hotel, ground transportation and/or car service) * Coordinate with chair and faculty and prepare meeting itineraries for faculty/staff travelers, guests and visiting speakers * Ensure smooth transition between meetings ---+++Event Planning and Execution * Coordinate recurring events, meetings, seminars and nonrecurring special events * Secure location/room reservations * Coordinate catering * Ensure appropriate A/V accessibility * Advertise internally and externally and invite per chair * E-mail * Hallway monitor * Flyers * University publications * Provide support during meetings as required * Ensure printing and provide handouts as needed * Monthly seminars * Secure presentation abstract * Secure speaker’s CV * Quarterly events to include: * All Department meeting * Develop agenda (finalize with DA one week in advance of meeting) * Provide tech support during meeting * Secure presentation on departmental research and upload presentation to Wiki * Annual events to include: * Regression Modeling Strategies (RMS) course * Maintain website for registration * Invoice for payment from registrants * Receive and deposit payments * Supervisor Retreat * Business-Admin Retreat * MS Retreat coordinated with MS Biostatistician * Fun committee coordinated with CQI point person * Student Welcome party * Holiday/Winter celebration * Past nonrecurring events (examples): * Department 5 year celebration * Chair’s milestone birthday celebration ---+++Other * Other Support back-up * Biosketch back-up
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