Sharleen Stephanie O. So

Position Summary

department

Under guidance, provides a wide range of administrative and secretarial support to senior staff within the

Job Responsibilities

Coordinates calendars and schedules appointments and meetings. Prioritizes requests for

meetings and coordinates the necessary arrangements for meetings.

Initiates and prepares written correspondence as needed and based on functional needs.

Responsible for procurement activities related to goods, services, and/or equipment as

needed.

Responsible for disbursement/reimbursement activities as needed.

Maintains inventory of supplies, equipment and/or reagents. May order

supplies/equipment/reagents as authorized or ensure that needs are escalated appropriately.

Receives supply orders and confirms accuracy of delivery. May assist with cost control.

Maintains electronic and hard copy files and databases. Maintains integrity of information.

Answers phones, responds to inquiries and triages calls to appropriate personnel.

Responsible for travel and conference arrangements. Organizes itinerary, makes appropriate

reservations for travel and accommodations.

Records and distributes meeting minutes.

Routinely analyzes and evaluates workflows to ensure maximum efficiency.

Assists with responsibilities associated with professional organizations and external advisory

boards and committees, which may include membership renewals, professional certifications,

and journal renewals.

Receives, sorts and distributes mail; accepts and signs for package deliveries.

Performs other duties as assigned or required.

Responds to requests for event space information as needed. Defining

client’s needs and ensure facilities availability and resources meet

client’s programmatic and logistic requirements. Communicate the

services that will be provided and the related costs. Enter all pertinent

data into event software in an accurate and timely manner.

• Drafts and executes contracts and confirmation of the events.

• Coordinates and execute building tours for the prospective clients.

• Inform clients of applicable building policies, codes, and laws of the

state such as fire marshal requirements, etc.

• Initiates and maintain communication with clients to assist in planning

and coordinating events. Inform customers of NYU Kimmel Center’s

basic policies and procedures concerning services and equipment,

which are provided per their contract as well as additional services for

which they will be charged.

• Works closely with customer through pre-event planning stages,

advising best use of facilities and resources to meet event needs.

• Coordinate physical set-up requirements and service needs by

preparing a written f

unction sheet work order detailing the customer’s

requirements, which includes the rented space, equipment, services, and

personnel. The f

unction sheet clearly depicts client’s needs and is

distributed to key departments in a timely fashion to ensure the time for

each supplier activities to meet customer and facility requirements.

• Check to see that pre-event load-ins, set ups, and operational plans

have been executed as defined on the f

unction sheet.

• Oversees the run of the event. In a pro-active fashion, act as liaison

between client, building staff, operations, administration, and caterers.

• Performs a variety of skilled and semi-skilled duties of an

office/administrative in nature.

• Performs other tasks related to the operation of the convention center

as needed.

• Supports the administrative and financial needs of the Nigeria Scale Up Program and the Center for Global Health and Economic Development.
  • Facilitates the day-to-day operations of the Senior Director and other members of the Nigeria Initiative Management Team.
  • Works in close coordination with finance on account reconciliation. Budgeting, salary allocations, new gift/grant proposals and budget development, and reporting.
  • Facilitates transactions with MDG Centers and other contracted partners.
  • Coordinates the hiring needs of the projects, including research and administrative appointments, consulting contracts, and visa processes.
  • Ensures timesheets are accurately completed and submitted on a monthly basis.
  • Coordinates new employee’s recruitment, including identity office space and procuring supplies.
  • Organized travel logistics (airfare, hotel, itineraries).
  • Ensuring proper submission of TBERs and travel advance documentation.
  • Communications support including, event organization, website maintenance.
  • Plan, schedule, coordinate and manage various meetings and teleconferences.
  • Procured business supplies and other project related equipment.

• Support the Avastin Registries Clinical Science Team
  • Organize and oversee meeting logistics
  • Prepare the consulting contracts for the steering committee members
  • Prepare meeting materials (documents, presentations, multimedia, etc)
  • Prepare invoices for the steering committee meetings
  • Participate in cross-functional or other project teams
  • Provide general, operational, and administrative support:
  • Responsible for travel plans, conference registrations and expense reports
  • Responsible for the satellite office (pantry and office supplies, catering, etc)
  • Perform internet searches (Pub Med, Medline, clinicaltrials.gov, etc)
  • Develop departmental materials, presentations or other documentations
  • Channel communication between the department and other GNE groups
  • Plan, schedule, coordinate and manage various meetings, video and teleconferences, WebEx and events both onsite and offsite
  • Partner with other administrative professionals to maintain multiple complex calendars
  • Facilitate communications on behalf of the team to include correspondence, mass mailings, email communications, etc
  • Serve as a resource for the department staff and administrative team
  • Participate as a member of the administrative team to include various ad-hoc committees as needed
  • Provide back up coverage for administrative team members
  • Contribute to different working groups
  – Newsletter Team
  – Enhanced Services Team
  – Website Team
  – Mentoring program