Administrative Assistant

Overview

The Gladstone Institutes is an independent, not-for-profit research institution. Its mission is to improve the health and well-being of all people through medical research and education in neuroscience, cardiovascular biology, immunology, and stem cell biology. Home to notable leaders in science and biomedicine, Gladstone comprises four institutes as well as various centers and programs. All of its approximately 500 members are aligned in their mission to carry out or support science that overcomes disease. Located in an award-winning building at the Mission Bay Campus, Gladstone offers a competitive salary and benefits program. It provides an ideal environment for those seeking to maximize and fully leverage their potential. Please consider Gladstone and make a difference in human health.

Responsibilities

Join Gladstone to Support Science Overcoming Disease

We are recruiting an Administrative Assistant in the Gladstone Institute of Data Science and Biotechnology to enable and support groundbreaking biomedical research.

The successful candidate will be:

• Professional and kind with a keen focus on the mission at hand
• An effective communicator both verbally and in writing
• Proactive and independent in anticipating needs and resolving administrative issues
• Flexible and able to quickly adapt to changing priorities
• An organized, detail-oriented, and resourceful multitasker with strong creative thinking skills
• Highly proficient in carrying out both simple and complex administrative tasks

Position Summary

The Administrative Assistant will support the director’s office in the Gladstone Institute of Data Science and Biotechnology as well as the director of Gladstone’s bioinformatics core laboratory. Duties include making travel arrangements, calendaring, updating lab web sites, coordinating seminars, formatting and editing grant applications and manuscripts, managing billing for core services, and other duties as assigned. The candidate must have the ability to prioritize and manage multiple tasks while adhering to deadlines, exercising good judgment, and remaining focused on details.

Responsibilities

Word process, format, organize, proofread and correct correspondence, manuscripts, bibliographies, grants, fellowship applications and other documents. Accurately read and follow grant and fellowship application procedures and formatting requirements.
Coordinate travel arrangements and prepare detailed itineraries. Maintain accurate travel records; process and track reimbursement requests.
Maintain supervisor’s calendars. Schedule meetings including pro-actively resolving schedule conflicts and arranging space, refreshments, and transportation, as appropriate.
Maintain accurate records and efficient filing system for easy access to key information.
Update lab web sites by entering new publications, personnel, and events.
Coordinate seminars and special events, including visitor’s travel arrangements and agenda, catering, venue reservations, etc.
Open and sort mail, draft replies to routine correspondence. Screen incoming calls; answer routine inquiries, schedule follow-up calls.
Facilitate internal communication with other administrative departments. Function as external liaison with other universities, research institutes, and government funding offices.
Provide departmental support to postdoctoral fellows and graduate students, as directed by supervisor.
Manage billing, service contracts, and scheduling for stem cell core.
Administer purchase order functions.
Perform other duties as assigned.

Requirements

Qualifications

• BA/BS degree preferred.
• Solid experience with Microsoft Word/Excel/PowerPoint (preferably using a Mac), willing to learn new software applications as needed, and a strong interest in supporting scientific and biomedical research programs.
• At least three years of administrative experience, as well as excellent grammar and editing skills are required.
• Previous experience in an academic, medical or healthcare environment preferred.
• Grant experience a plus.
• Interview process will include tests for formatting, proofreading, and drafting correspondence.

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