Administrative Assistant - Coon Group

Morgridge Institute for Research•Madison, WI

About The Position

The Coon Group is seeking an organized, upbeat Administrative Assistant to help keep a large, internationally recognized research group running smoothly. The role is the primary point of contact for scheduling, travel, events, purchasing, and paperwork, and works closely with the Principal Investigator (PI), lab members, and Morgridge and UW–Madison staff. This position is suitable for a recent college graduate. Training will be provided on university systems and research funding and administration. The role can build skills for careers in research administration or science operations, or for graduate and 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 counts toward relevant experience.
Strong organization and attention to detail.
Clear, professional writing skills.
Comfort using 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 run 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 by arranging 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.