Administrative Assistant - Research Support Services

The Jackson Laboratory•Farmington, CT

8d•$22 - $29

About The Position

The Administrative Assistant supports faculty and research lab staff in Research Support Services, working under limited supervision and applying advanced administrative concepts, practices, and procedures. The role gathers, organizes, stores, and supplies information; maintains files; schedules appointments; arranges meetings and special events; and produces correspondence and documents. The assistant acts as a liaison between assigned staff, the Scientific Director's Office, the Office of Sponsored Research Administration, other institutional administrative areas, and external organizations. The role may also serve as the first point of contact for visitors, collaborators, and job candidates. The Research Administrative Assistant role requires autonomy, professionalism, and specialized knowledge to support grant-funded research. The position provides faculty and lab groups with support for calendars, meetings, travel, expenses, files, onboarding and offboarding, and timekeeping. It assists with grant-submission and compliance documents, manuscript submissions, research data entry, seminar and interest group coordination, lab supply orders, purchasing, and general technology support. The role may also assist with lab budgets and expense monitoring.

Requirements

High school diploma or GED.
At least 2 years of relevant administrative experience.
Successful experience using multiple technical applications, including word processing, database management, spreadsheets, presentation software, email, and other office technologies.
Ability to learn new applications as required.
Excellent organizational and time-management skills, with demonstrated accuracy in managing details.
Ability to manage multiple tasks and priorities effectively.
Strong interpersonal skills and ability to work cooperatively with a large team in a high-profile environment, using discretion, judgment, tact, and diplomacy.
Effective written and verbal communication skills, including the ability to exchange information clearly with people across diverse disciplines and levels of sophistication.
Ability to take initiative and exercise good judgment in decision-making under minimal supervision.
Ability to anticipate the needs of those receiving support and provide services and materials that maximize their efficiency and productivity.
Ability to work in a fast-paced environment, handle multiple projects, and meet short deadlines.

Nice To Haves

Bachelor's degree.
Familiarity with basic science.
4 years of experience preferred.

Responsibilities

Provide advanced administrative support to assigned faculty and lab groups, including calendar maintenance, meeting arrangements, domestic travel and international travel coordination, expense reports, file maintenance, employee onboarding and offboarding, and research staff timekeeping.
Maintain calendars and appointment schedules; prepare agendas; and facilitate and coordinate meetings and special events with internal and external participants.
Arrange travel for invited guests and coordinate in-town transportation.
Liaise with the Office of Sponsored Research Administration and Research Program Development to assist with grant-submission documents, including biosketches/CVs, letters of support, compliance documents, and progress reports.
Assist faculty with manuscript submissions by providing bibliographic reference material, helping with graphics, and submitting to PubMed for NIH-required PMCIDs.
Develop mastery of and perform specialized coordination duties, including support for the Seminar Committee and Interest Groups, and research data entry such as PubMed.
Assist labs with ordering supplies and facilitate purchase orders.
Provide general computer, fax, printer, scanning, copier, Zoom, and software support to faculty and staff; work with IT to resolve technical issues and order replacement supplies.
May assist with lab budgets and monitor supply and other administrative expenditures for conformance with budget.
Perform other duties as assigned.