High school diploma and 2 to 4 years of job-related experience. Higher level education above minimum may count for additional experience.
- As an administrative staff member for research participant programs, the selected candidate must be experienced or have the ability to quickly achieve competency in several areas including:
- Must be self-directed and capable of processing and prioritizing multiple tasks and handling a large and varied workload with minimum supervision.
- Appointment procedures for program participants in a variety of programs including application processes, appointment letters (originals and revisions), inbound/outbound moves, visas, payment reimbursements, stipend batching, on-station travel, and onboarding/exiting. Able to problem-solve in these areas, as needed.
- Communication with various parties including applicants, participants, mentors, administrators, ORAU staff and support staff to successfully facilitate appointment details. Communication includes drafting informal and formal communications to stakeholders and resolving issues as they arise with minimal supervision.
- Issue resolution and demonstrated problem solving skills. Able to discern when to escalate an issue to a project manager.
- Data requirements and reporting procedures associated with program participants, in general and specific, to various sponsors.
- ORACLE duties related to the human resource module, expenditure batch entry, and payables and expenditure inquiry.
- Knowledge of participant programs as required to represent OGS at meetings, conferences, and campus visits.
- Excellent verbal and written communication, organizational, grammatical, and proofreading skills.
- Able to deal effectively and tactfully with a variety of people at various academic levels.
- Proficient in word processing and have experience in working with computer database applications.
- Must demonstrate problem solving skills and critical thinking to address unusual situations.
- Must be able to quickly assimilate program guidelines, processes and documentation to master the following:
- Online application processes and opportunity postings for participant programs involving undergraduates, postgraduates, postdocs, faculty, and visiting scientists.
- Program schedules, eligibility requirements, selection criteria and formats for communications to sponsors, mentors, applicants, and participants to ensure expected quality and timeliness.
- Data structures, updating, maintenance requirements and procedures to support recruiting, appointments, travel, review, selection, funds management and reporting.
- Use of ORACLE for participant data, stipend and/or payroll functions.
- Processes involved in the appointment of ORAU program participants, including processing applications, obtaining cost estimates, batching biweekly and monthly stipends, coordinating with immigration specialists and travel contacts, coordinating records keeping and troubleshooting issues related to participation.
- Processes involving various applicant and participant databases, including ability to create, update/maintain and verify records. Knowledge of procedures for the applicant tracking system, the participant database and the financial database system. Compiling data into purposeful reports, tracking statistics and trends for project managers, associate managers, senior managers, and program sponsors.
- Possess wide and comprehensive acquaintance with, and understanding of, both general and specific aspects of the job and their practical application to complex problems and situations ordinarily encountered.
- Frequent communication with individuals representing outside organizations, and/or individuals of significant importance within the company. Contacts involve planning and preparation of communications, require skill, tact, persuasion and/or negotiation to accomplish the objectives of the communications.
- Must be able to deal effectively and tactfully with a variety of people at various academic levels, professional and cultural backgrounds.
- Must be able to use a variety of technological solutions and software to complete tasks such as word processing, presentation, graphic, database, and spreadsheet software, SharePoint, applicant tracking systems, participant management systems, mail merge toolkits, virtual meeting software (Go-to-Meeting, Zoom and Teams) and Novi to perform required duties.
*The candidate’s starting salary will be determined upon hire and ORAU will use salary survey data, internal comparators, and the candidate’s qualifications to determine salary.
TOTAL REWARDS:
ORAU has a strategic approach to providing total rewards to employees through a fair, equitable, and competitive total compensation package. The goal of our total rewards system is to integrate compensation, benefits, work-life balance, performance, recognition, development, and career opportunities to attract, engage, and retain the talent required to achieve ORAU’s business objectives. The benefit component of our total rewards program supports business goals by offering the following benefits based on employee eligibility:
- Legally required benefits
- Group Health insurance including: Medical, Prescription, Dental, and Vision
- Retirement plan access
- Disability insurance
- Group life insurance
- Travel Accident Insurance
- Section 125 reimbursement accounts
- Other voluntary employee paid benefit and insurance offerings
The ORAU total reward package also promotes work-life balance. Mindful of the need for employees to care for themselves and their families, ORAU offers the following additional work-life benefits based on employee eligibility:
- Paid Time Off (PTO)
- Paid Holidays
- Flexible work schedules or compressed work weeks
- Telework
- Occupational Health and Wellness Programs
- Employee Assistance Program
