Administrative Assistant (Part-time)

Van Andel Institute•Grand Rapids, MI

37d•Onsite

About The Position

Van Andel Institute (VAI), a world-class biomedical research institute, located in Grand Rapids, Michigan, is dedicated to improving human health. We are pioneers in the fight against cancer, Parkinson's, and other diseases. We are committed to inspiring the next generation of scientists and educators. Van Andel Institute (VAI) has an opening for a part-time Administrative Assistant (15-20 hours per week ) reporting to and supporting Dr. Peter Jones in our Department of Epigenetics. In this role, you will support Dr. Jones (laboratory head) and his personnel, including research scientists, technicians, postdoctoral fellows, and graduate students. This position will also coordinate with several other departments to support the lab's function within the context of the entire Institute.

Requirements

High School education with at least 3-5 years of administrative support experience working in a laboratory, research, academic or similar environment.
Software Knowledge - Word, Excel, Outlook, Grammarly, Concur, and Workday are all software programs regularly utilized in this position. Training can be provided, but prior knowledge and an aptitude for self-teaching are preferred.
Attention to Detail - You provide excellent work on many tasks and track multiple activities with limited errors.
Excellent Customer Service - your role is to support Dr. Peter Jones while providing support to laboratory members with varying levels of experience. It will be important for you to be friendly with all the people you work with, internally and externally.
Self-Starter - self-motivation and excitement for the Institute's mission are essential in this fast-paced and rewarding position.
Concise Communicator - concise written and oral skills are key in keeping things moving forward through all daily interactions with customers and vendors.
Dependability - this is an on-site position that requires a set Monday - Friday schedule with consistent set working hours to be developed in cooperation with Dr. Peter Jones.
Confidentiality - the ability to respect both casual and legal confidential information.
Passion for supporting scientists and scientific research.

Responsibilities

Calendar: Manage an active and dynamic calendar of appointments and shifting schedules to serve internal and external colleagues and collaborators. Coordinate lab meeting schedule with Lab Manager. Triage calendar as appropriate.
Travel: Arrange complex and detailed international and domestic travel arrangements, itineraries and agendas, including logistics, flights, car, hotel and dinners. Develop a detailed travel itinerary.
Meetings: Schedule meetings with attendees across various time zones, coordinate speaking engagements, and provide preparation materials, including attendee information and talking points. Collect, prepare, and analyze briefing and background materials for meetings and follow up on any details related to these meetings.
Phone Calls: Answer and triage calls, screen and communicate messages accurately and handle any requests personally, whenever possible.
Daily Stand-up Meeting: Daily, communicate the progress of the calendar, tasks, meetings, and travel arrangements.
Writing/Editing: Assist with letters of support, recommendations, nominations, abstracts, papers, and reporting for external advisory boards and committees. Ensure confidential documents and communications are handled effectively.
Reporting and Budgeting: Manage expenses and reporting for reimbursements from VAI for travel, dinners, etc. Track honorariums as applicable. VAI currently utilizes Concur.

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