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Research Administrative Secretary

Department: Management Sciences Effective Date: November, 2008
Grade:

USG 5

17.5 hr/wk

Reports to: Administrative Assistant-Supvervisor

General Accountability

The Research Secretary is accountable to the Director of the WATMIMS Research Group, Dr. James H. Bookbinder. Accountability includes coordination and management of the Research Group structure from the administrative perspective, within the framework of general University policy.  The Research Secretary also reports to the Department Administrative Officer.

The Research Secretary provides general secretarial support for Professor Bookbinder.  This includes word processing and assistance in preparation of correspondence, course work, research manuscripts, grant applications and proposals, and University administrative forms.  Must have facility with accessing on-line journal websites to download/upload manuscripts and editorial reviews.

This is a half-time position, 17-1/2 hours per week.  It is contingent upon research funding continuing, with Professor Bookbinder as the Principal Investigator.

Nature and Scope

The activities of the WATMIMS Research Group depend upon the Research Secretary’s position. This position communicates and exchanges information with Research Group members, research associates, research assistants, graduate students, postdoctoral fellows, industry collaborators, and position applicants.

The Director consults with the Assistant on the operation and administration of all grants and industry contracts. The Assistant provides an effective source of budget control by maintaining and monitoring research accounts. The position assists in setting and meeting deadlines, projecting activities, fulfilling obligations, and arranging meetings.

Administrative matters include ascertaining the needs for and effective utilization of all resources relating to funding, space, equipment, and supplies. This position adheres to all non-academic policy and regulations such as financial, personnel, safety, security, etc.   This position performs the necessary work relative to the employment of research assistants and post doctoral fellows within the Research Group.

The Research Group occasionally hosts workshops, luncheons, seminars and meetings. Primary organization includes arranging for and coordination of speakers, submission of abstracts, and finalization of programs. The facility requirements and catering needs are addressed, and mailing lists of participants are generated using various databases.

Significant External Relationships

Within the University, a close working relationship occurs with several departments, including the  Faculty of Engineering Office of the Dean, Financial Services, Office of Research, Human Resources, Graphic Services, UW Retail Stores, Plant Operations, Bookings, ICR, Audio Visual, IST, Engineering Computing, and the Security Office.

The Research Assistant helps the Research Group maintain contact with their industrial partners. Communication with equipment suppliers includes discussion about Research Group needs, obtaining quotations and arranging for delivery and installation of goods.  Responsibility for the security of the research lab involves communication with the optic cable security supplier and campus security.

Statistical Data

Specific Accountabilities

The Research Assistant administers the Research Group, and information is shared through the Assistant to Research Group members, employees, industry partners, university personnel, and equipment suppliers. This position provides support to the Director by gathering pertinent research reports necessary for grant reporting, assisting in draft preparation of reports, routine correspondence, and proposals. Must be capable of working independently, showing self-motivation and mature responsibility.

Working in PC and Unix computing environments, the Research Assistant handles the word processing of technical, mathematical research papers, correspondence, course work, University administrative forms, and research grant applications. The Assistant is required to work in several operating platforms with a variety of software packages including Microsoft Word, Microsoft equation editor (and/or Scientific Workplace), Excel, Access Database, DreamWeaver, HP Photo & Imaging.  The Assistant must be able to convert documents between software languages, including different versions of the software.  Library and electronic search tools are necessary for investigating university researchers world-wide, their research articles and publications, and association membership listings.  The incumbent maintains and updates the WATMIMS Research Group website, and provides editorial assistance in the form of database management, correspondence and reports to authors, editors and associate editors.  Maintenance of financial accounts requires familiarity with spreadsheets and the University’s financial systems in FORE.

Working Conditions