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Administrative Assistant

Gladstone Institutes
San Francisco, CA
Start date
Mar 23, 2023

View more

Administration, Information Technology, General
Required Education
Bachelors Degree
Position Type
Full time
Biotech Bay

Job Details

Lab/Area:GIGI Administration


In this Administrative Assistant position, you can expect to provide high level administrative support to the Scientific Program and Strategy Manager of the Gladstone-UCSF Institute of Genomic Immunology, including providing administrative support for a variety of institutional initiatives. The Gladstone-UCSF Institute of Genomic Immunology is a unique institute founded in 2020 to blend the latest genomics and genome engineering technologies with immunology research to accelerate understanding and manipulation of the human immune system for therapeutic benefit. Our focus is on supporting groundbreaking biomedical research, so we’d love it if you shared our passion in making a difference in human health.

This position will directly support the Scientific Program and Strategy Manager of the institute with institute programming and events and serve as the administrative assistant for the CRISPR Cures for Cancer Initiative and related programs. This individual would be part of the larger Genomic Immunology administrative and operations team. Typical days can be rare here, so you’d need to be flexible and comfortable with having to respond to rapidly changing demands. The ideal Administrative Assistant will not only be responsible for administrative support, but also have a willingness to learn, help others, be resourceful and independent, and take on additional responsibilities over time.

Responsibilities Include:

  • Coordinate biweekly institute supergroup meetings, coordinating with speakers, booking rooms and helping with IT setup at both sites.

  • Help plan institute and initiative-related events, including arranging travel (flight, hotel, and ground transport) for special guests, finding and reserving venues, ordering catering services, and other related duties.

  • Help maintain supervisor’s calendar and especially meetings and events relating to joint initiatives. Schedule meetings and appointments including arranging space, refreshments and transportation, as appropriate.

  • Word process, format, organize, proofread, and correct correspondence, manuscripts, bibliographies, grants, fellowship applications and other documents, as required. Accurately read and follow grant and fellowship application procedures and formats.

  • Function as internal liaison with other administrative offices such as Accounting, Grants, Human Resources, Development, IT, Executive Office and Facilities/Operations. Function as external liaison, as appropriate, with other universities, research institutes and government agencies.

  • Liaise with other administrators in the institute to keep email lists, rosters, and contact information up-to-date and collaborate on joint meetings and events.

  • Special projects support and follow-up related to leadership meetings

  • Help coordinate efforts at the institute level to improve diversity, equity, and inclusion

  • Coordinate travel arrangements as requested. Maintain accurate travel records, process reimbursement requests, and track as needed.

  • Liaise with Gladstone and UCSF HR departments as required for hiring scientific staff.

  • Support the Initiative RFA cycle(s) in coordination with Program Manager(s)

  • Update websites and prepare internal digital communications under Program Manager direction

  • Manage key initiative and strategic contacts, including donors, faculty, and other university officials.

  • Maintain records of long-range activities and project management status

  • Maintain liaisons with key contacts at Berkeley and Gladstone to request financial reporting

  • Draft written correspondence on behalf of the Program Manager or Leads

Position Summary

The Administrative Assistant will support the Scientific Program and Strategy Manager of the Gladstone-UCSF Institute of Genomic Immunology, including providing administrative support for a variety of institutional initiatives. Duties include calendaring/scheduling meetings, website update support, coordinating events and seminars, tracking and managing institute and initiative meetings and action items, preparation and collection of documents for grant and philanthropic proposals and stewardship, and other duties as assigned. The successful candidate will be a team player and a self-starter who is highly organized and able to prioritize, has a strong sense of responsibility, and possesses excellent verbal and written communication skills. The candidate must have the ability to prioritize and manage multiple tasks while adhering to deadlines, exercising good judgment, and remaining focused on details.

Required Skills

  • Detail-oriented, self-starter who can, or quickly becomes able to, work with minimal supervision

  • Exceptional organization and independent problem-solving skills

  • Excellent grammar and editing skills

  • Proven ability to communicate with diverse groups including excellent written, verbal and problem-solving skills.

  • Consistently uses good judgment, meets tight deadlines and shows initiative

  • A team player with a strong interest in supporting scientific and biomedical research programs

  • Interpersonal skills including the ability to motivate, negotiate with and collaborate with colleagues, vendors, donors, students and others in a diverse institution.

  • Ability to work both independently and as a member of a team.

  • Consistently avoids mistakes and oversights

  • High level of professionalism

Required Qualifications

  • Bachelor's degree in related area and / or equivalent experience / training

  • Experience working in a fast-paced environment

  • At least two years of administrative experience

  • Advanced level of proficiency in Microsoft Word/Excel/PowerPoint for Mac OS X and be willing to learn new software applications as needed

  • Table and formatting experience a plus

Preferred Qualifications

  • Experience navigating academic workplaces, including university rules and regulations, processes, and bureaucracy

  • Familiarity with UC academic and staff polices an procedures or those of an equivalent institution

  • Previous program development responsibilities in a scientific setting

This position can be hybrid but requires some work onsite at the Mission Bay campus in San Francisco, CA as well as events at the Parnassus campus of UCSF.

  • The Gladstone-UCSF Institute of Genomic Immunology is committed to improving diversity, equity, and inclusion in the genomic immunology field, from trainees to faculty, and is an equal opportunity employer.

  • Gladstone Institutes is an equal opportunity employer.

Hiring Range:

Administrative Assistant- $26/hr -$31.73/hr

Administrative Associate - $66,682- $78,449

Additional Information:
  • Title and salary will be commensurate with education and experience.
  • Gladstone is an equal opportunity employer.


Gladstone is an independent, nonprofit life science research organization located in the epicenter of biomedical and technological innovation in the San Francisco Bay Area. Gladstone has created a research model that disrupts how science is done, funds big ideas, and attracts the brightest minds. Gladstone Institutes leads the way for innovative research in the biomedical field. We always seek dedicated and talented individuals to join our team.

Scientists know that using a diversity of approaches is often the most efficient strategy for solving a problem. New and different perspectives engender the very innovation that Gladstone prizes. This is one of the many reasons why we value diversity at Gladstone—be that a diversity of race, culture, religion, mental or physical ability, heritage, age, gender, sexual orientation or other characteristics. Our employees hail from more than 30 countries around the globe and we seek to hire the best and brightest for our diverse team of scientists and administrators. Career opportunities are available in both our administrative offices and our research areas.

Our Benefits
Gladstone offers eligible employees—and their dependents—a comprehensive range of benefits, including health insurance, retirement savings, and professional development.


  • Health and Retirement
    • A choice of medical plans, flexible spending account, and retirement account options that include employer contributions help you take care of your health and your future.
  • Time Away from Work
    • More than just vacation days, our paid and unpaid leave policies offer flexibility to help you confront different stages of life including maternity and paternity leave, as well as other types of family leave.
  • Professional Development
    • Gladstone encourages employees to seek the skills they need to remain at the forefront of their profession. By supporting professional development workshops and continuing education, Gladstone provides employees with the resources they need to evolve in their role and in their career.
  • Gladstone Cares
    • A specially selected suite of benefits to support you in and out of the workplace. Includes resources for dealing with the many stages of life to specific coverage for family planning, and back-up child or elder care coverage.
Find Us
1650 Owens Street
San Francisco
United States

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