Administrative Assistant - Coon Group

The Morgridge Institute for Research•Madison, WI

About The Position

The Administrative Assistant will help keep a large, internationally recognized research group running smoothly. The role supports scheduling, travel, events, purchasing, and paperwork while working closely with the Principal Investigator (PI), lab members, and Morgridge and UW–Madison staff. The position is suitable for a recent college graduate; training will be provided on university systems and research funding and operations. The job can build skills for a career in research administration, science operations, or graduate or professional school.

Requirements

A bachelor's degree, or an associate degree with relevant work experience.
Experience from internships, student jobs, research labs, or volunteer roles is accepted.
Strong organizational skills and attention to detail.
Clear and professional writing skills.
Comfort with everyday software, including Word, Excel, Outlook, and Google Workspace.
Willingness to learn new tools, including AI assistants.
Ability to handle confidential information with good judgment.

Nice To Haves

Experience in a university, laboratory, or office setting.
Familiarity with research and grants.

Responsibilities

Manage the PI's calendar, help organize email, schedule meetings, and respond to routine requests.
Book travel and conference registrations, and prepare expense reports and reimbursements.
Support grant applications and reports by gathering documents from the team and collaborators, tracking deadlines, and working with grants staff.
Help organize research center meetings and events, including an annual advisory board meeting and training workshops.
Plan visits for seminar speakers, job candidates, and other guests, including schedules, rooms, and meals.
Track requests for letters and award nominations, and keep the PI's CV and publication lists up to date.
Order supplies and equipment, follow up on orders and repairs, and ship materials to collaborators.
Help new lab members get started with workspace, building access, accounts, and trainings; maintain basic lab records such as safety protocols and freezer space.
Update the group's websites.
Perform other responsibilities as assigned.