Administrative Assistant - Research Support Services

The Jackson Laboratory•Farmington, CT

About The Position

The Administrative Assistant provides advanced administrative support to faculty and research lab staff within Research Support Services, working under limited supervision. The role uses specialized administrative knowledge and a high degree of autonomy and professionalism to support grant-funded research. The assistant gathers, organizes, stores, and supplies information; maintains files; schedules appointments and meetings; coordinates special events and travel; and prepares correspondence and documents. The position serves as a liaison between assigned staff, the Scientific Director's Office, the Office of Sponsored Research Administration, other institutional administrative areas, and relevant external organizations. It may also serve as a first point of contact for visitors, collaborators, and job candidates. The role supports faculty and lab groups with calendar management, meeting arrangements, travel coordination, expense reports, file maintenance, employee onboarding and offboarding, and staff timekeeping. It assists with grant-submission and compliance documents, manuscript submissions, research-related coordination and data entry, lab supply orders, and basic computer and office technology support. It may also assist with lab budgets and monitor administrative expenditures for conformance with budget.

Requirements

High school diploma or GED.
At least 2 years of relevant administrative experience.
Successful working experience with 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, with demonstrated accuracy in managing details.
Ability to manage multiple tasks and priorities effectively.
Strong interpersonal skills and the ability to work cooperatively with a large team in a high-profile environment, exercising discretion, judgment, tact, and diplomacy.
Ability to communicate effectively, both verbally and in writing, with people across a wide range of disciplines and levels of sophistication.
Ability to take independent initiative and exercise good judgment in decision-making under minimal supervision.
Ability to anticipate the needs of those supported 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 research lab groups, including calendar maintenance, meeting arrangements, travel coordination, expense reports, and electronic and paper file maintenance.
Assist with onboarding and offboarding employees and timekeeping for research staff.
Maintain calendars and appointment schedules; prepare agendas and coordinate meetings and special events with internal and external participants.
Arrange travel for invited guests, prepare meeting agendas, and coordinate local 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 materials, helping with graphics, and submitting to PubMed for NIH-required PMCIDs.
Develop mastery in 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 expenditures for supplies and other administrative expenses to ensure conformance with budget.
Perform other duties as assigned.