Administrative Assistant - Research Support Services

About the role

Join an amazing administrative team! Working under limited supervision, incumbents in this position use advanced administrative concepts, practices and procedures to support faculty and their research lab staff. Gathers, organizes, stores and supplies information; maintains files; schedules appointments, arranges meetings and special events; produces correspondence and documents. Acts as a liaison between assigned Staff and the Scientific Director's Office, Office of Sponsored Research Administration and other administrative areas of the institution, as well as applicable administrative areas of external organizations often serve as the first point of contact for visitors, collaborators, and job candidates.

Responsibilities

• Provides advanced administrative support to assigned Faculty and their lab groups including, but not limited to calendar maintenance, internal and external meeting arrangements, all aspects of domestic travel arranging and coordination of international travel, faculty and staff expense reports, electronic and paper file maintenance; assists with on-boarding and off-boarding of employees and timekeeping for research staff
• Maintains calendars and appointment schedules. Produces agendas and facilitates and coordinates special events and meetings that may include internal and external participants. Makes travel arrangements for invited guests, prepare meeting agendas, and coordinate in-town transportation.
• Liaises with the Office of Sponsored Research Administration and Research Program Development to assist with documents for grant submissions including faculty and research staff bio sketches/CV, letters of support, documents for compliance reporting, progress reports, and others as required by the granting agency.
• Aids faculty with submission of manuscripts including providing bibliographic reference material, help with graphics and submission to PubMed for NIH required PMCIDs.
• Supports the Seminar Committee, Interest Groups, and research data entry such as PubMed.
• Facilitates purchase orders. Provides general computer, fax, printer, scanning, copier, Zoom, and software support to faculty and their staff. Works closely with IT to solve technical issues and order replacement supplies.
• Aids labs in ordering supplies; facilitates purchase orders.
• Works to develop mastery in and performs specialized duties/coordination functions including, but not limited to, support of Seminar Committee, Interest Groups, and research data entry such as PubMed.
• Assists labs in ordering supplies; facilitates purchase orders.
• Provides general computer, fax, printer, scanning, copier, Zoom, and software support to faculty and their staff. Works closely with IT to solve technical issues and order replacement supplies.
• May provide support and assistance in lab budgets; may monitor expenditure for supplies and other administrative expenses to ensure conformance with budget.
• Other duties as assigned.

Qualifications

• High School Diploma and 2 years relevant administrative experience.
• A BA is preferred but not required.
• A familiarity with basic science is preferred but not required.
• Must have successful working experience using multiple technical applications including word processing, database management, spreadsheets, presentation software, email and other office technologies.
• Demonstrated ability to learn new applications as required.
• Excellent organizational and time management skills and demonstrated ability to manage details accurately.
• Must be effective at managing multiple tasks and multiple priorities.
• Strong interpersonal skills to work cooperatively with a large team in a high-profile environment requiring discretion, judgment, tact, and diplomacy in interactions with a wide variety of people and personalities.
• Ability to communicate effectively in writing and verbally, to clearly exchange information with people representing a wide diversity of disciplines and levels of sophistication.
• Ability to take independent initiative and exercise good judgment in decision making under minimal supervision.
• Ability to anticipate needs of those to whom support is provided and supply needed services and materials in such a way as to maximize their efficiency and productivity.
• Ability to work in a fast-paced environment, handle multiple projects, and meet short deadlines.