Administrative Assistant II

Jackson Laboratory-posted about 1 month ago
$21 - $32/Yr
Full-time • Entry Level
Bar Harbor, ME
1,001-5,000 employees
Professional, Scientific, and Technical Services
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Working under limited supervision, incumbents in this position use advanced administrative concepts, practices and procedures to support the JAX Rare Disease Translational Center (RDTC) staff and center program management. Gathers, organizes, stores and supplies information; maintains files; schedules appointments, arranges meetings and special events; produces correspondence and documents. Acts as a liaison between RDTC 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 serves as the first point of contact for RDTC visitors, collaborators, and job candidates. The Administrative Assistant (AA) is distinguished by the degree of autonomy and professionalism expected, as well as the specialized knowledge and skills required to successfully support grant-funded research and industry collaborations.

  • Provides advanced administrative support to RDTC staff including, but not limited to, calendar maintenance, internal and external meeting arrangements, all aspects of domestic travel arranging and coordination of international travel, travel expense reports, electronic and paper file maintenance; assists with on-boarding and off-boarding of employees.
  • Supports the JAX Center for Precision Genetics program administration including External Advisory Board, Steering Committee and additional monthly meeting management, agenda development, and development and distribution of meeting minutes.
  • Maintains calendars and appointment schedules. produces agendas and facilitates and coordinates special events and meetings that may include internal and external participants. Make 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.
  • 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 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.
  • High School Diploma and 2+ years relevant administrative experience.
  • 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.
  • A BA is preferred but not required. A familiarity with basic science is preferred but not required.
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