Administrative Assistant II

Universities of Wisconsin•Madison, WI

19h•$22•Onsite

About The Position

This position provides operational and administrative support for the Kaçar laboratory, with immediate responsibility for maintaining continuity on NASA ICAR MUSE and related laboratory operations. The Kaçar laboratory's area of research includes origins of life, astrobiology, early life and evolution, systems and synthetic biology, and molecular paleobiology.

Requirements

Organizational and time-management skills that include problem-solving, multi-tasking, prioritizing, and meeting deadlines
Knowledge of pre- and post-award grant scientific management, preferably with experience in large federal grants
Experience communicating and coordinating operational team logistics across teams or institutions
Prior experience with personnel administration support such as recruitment, hiring, onboarding, offboarding, travel, purchasing and reimbursements, and records management.

Nice To Haves

Knowledge of grant submission platforms, such as federal proposal submission systems.
Prior experience working in a laboratory or research environment.
Prior experience with administrative systems commonly used in higher education (e.g., Workday, Concur, purchasing card reconciliation, financial/travel platforms, etc.).

Responsibilities

Coordinating administrative, budgetary, and communication needs across a high-volume research laboratory.
Supporting pre-award grant preparation, proposal timelines, document routing, and submission coordination.
Supporting post-award grant management, including budget tracking, award documentation, purchasing, expense reconciliation, and reporting.
Serving as the administrative point of contact for NASA ICAR MUSE and other multi-institutional research teams, including scheduling, meeting logistics, communications, and follow-up on action items.
Coordinating scheduling, recruitment, hiring, payroll, onboarding, offboarding, travel, purchasing, and reimbursements for lab members and project participants.
Providing direct PI support to project milestones, deadlines, budget oversight, and compliance-related administrative processes.
Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures under general supervision
Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
Maintains established methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures
Serves as a first point of contact for individuals and groups, provides basic organizational information via phone, in person and through other communication mediums, and routes more complex inquiries to the appropriate entities
Collects, analyzes, and prepares various communication materials from established sources utilizing technology mediums