OVERALL RESPONSIBILITY
Exercising autonomy and discretion is responsible for providing administrative support to three Faculty Members in manner consistent with Institute policies and procedures. Requires a broad knowledge of Institute operations and policy, and a high level of experience and technical skill. May take direction from Administrative Lab Manager (ALM), as needed, for daily operational tasks or projects.
CHARACTERISTIC DUTIES
- Maintain complex Faculty member calendar. Schedule and coordinate meetings, committee activities, conferences, and special events. Ensure appropriate communications and resources are in place, and time management conflicts avoided. Assess need for schedule revisions based on emerging urgent issues and advise accordingly.
- Make complex travel arrangements for Faculty. Coordinate and maintain travel schedule with complete and detailed itinerary. Prepare travel folders, boarding passes, flights, ground, and other necessary arrangements. Must be flexible as the PI has an extremely busy schedule.
- Exercise good judgment and common sense in prioritizing work for self and PI. Answer routine inquiries, elevating matters to ALM or PI when appropriate. May screen PI telephone calls, e-mails, mail messages, inquiries and solicitations to the office. Responds to routine requests; may address more complex issues if preferred by PI.
- Plan and coordinate meetings, seminars, conferences and special events. Maintain and communicate daily calendars, floor and lab meeting schedules. Produce and disseminate schedules and meeting materials, as appropriate.
- Coordinate visitor appointments, and postdoc and graduate student visits. Corresponds with visitors, makes hotel arrangements as needed. Promote and market guest speaker appearances.
- Using discretion, poise, initiative and good judgment, serve as liaison for external and internal contacts to ensure smooth transitions between diverse aspects of PI’s schedule of research, teaching, advisory boards, and various travel commitments. Professionally interact with all levels of management, staff, lab members, faculty, and the public.
- Compile complex class materials and assist PI in managing teaching responsibilities.
- Responsible for general office duties including, maintaining contacts, CVs, biosketch, letters, files, databases, office supply & equipment orders, copying, faxing, sorting mail.
- Manage requests for letters of recommendation. Obtain due dates, submission information, and first drafts of letters from requestees. Provide drafts and due dates to PI with sufficient time for revision. Proofread penultimate drafts after PI edits have been made.
- Maintain publication list, works with Administrative Lab Manager (ALM) and lab members to ensure publications are uploaded to appropriate journals.
- Assist lab members and ALM with planning events, socials, picnic, lab retreats, and outings.
- File expense reports for Faculty and ensures reimbursements are completed in a timely manner
- Works closely with ALM to communicate appropriate issues to lab.
- Perform special projects and/or other administrative tasks as required.
QUALIFICATIONS
- Bachelors’ degree or equivalent experience and education.
- Minimum of 3-5 years directly related experience required.
- Strong administrative, office, technical skills required. Microsoft office, excel, airtable, database management.
- Excellent organizational abilities and attention to detail required.
- Excellent proofreading, editing and writing ability.
- Good judgment and ability to work independently with minimal supervision important.
