Administrative Assistant - Graduate School

Van Andel Institute•Grand Rapids, MI

49d•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 Graduate School has an opening for a full-time, on-site, Administrative Assistant reporting to the Director of Enrollment and Records. The Graduate School develops biomedical research leaders through an intense, problem-focused Ph.D. degree in molecular and cellular biology. In this role, you will primarily support three Graduate School program staff, the Director of Enrollment and Records, the Program Administrator and the Outreach Specialist. Upon joining VAI, you can expect to: Coordinate multiple calendars and projects, which includes exercising independent judgment and tact when handling requests, resolving problems, working under limited supervision and carrying out confidential matters. Schedule and coordinate seminars, meetings, events and presentations both in-person and virtually; prepare agendas, minutes, and reports; order refreshments; make travel arrangements for guests. Provide logistical support for annual programs such as PhD program applicant in-person interviews, West Michigan Regional Undergraduate Science Research Conference, Summer Undergraduate Research Fellows, travel to PhD student recruitment fairs/conferences for staff/faculty and High School graduate summer research programs. Support the collection, organization, and online posting of recruitment resources related to Ph.D. and summer research programs. Establish and maintain departmental filing and archiving systems for PhD applicants, committee meeting minutes, and other Graduate School documents, while safeguarding appropriate confidentiality. Prepare monthly expense reports, track budgets, and coordinate travel for supported staff. Communicate and coordinate frequently with Graduate School staff, research faculty, teaching instructors, research support staff, and graduate students. Share reception duties with Graduate School administration team. Accomplish other duties as assigned.

Requirements

Have administrative work experience in higher education (college or university).
Work independently and collaboratively with other administrative and program staff to complete tasks and projects.
Demonstrate strong organizational skills, attention to detail, and a sharp focus on efficient completion of tasks.
Display a customer service mindset in working with students and faculty.
Communicate efficiently both verbally and in writing.
Effectively prioritize tasks to efficiently manage multiple projects.
Have a minimum of a high school diploma, GED, or equivalent, plus 2 years of administrative support, office, or equivalent combination of education and experience.

Nice To Haves

Bachelor's degree preferred.

Responsibilities

Coordinate multiple calendars and projects, which includes exercising independent judgment and tact when handling requests, resolving problems, working under limited supervision and carrying out confidential matters.
Schedule and coordinate seminars, meetings, events and presentations both in-person and virtually; prepare agendas, minutes, and reports; order refreshments; make travel arrangements for guests.
Provide logistical support for annual programs such as PhD program applicant in-person interviews, West Michigan Regional Undergraduate Science Research Conference, Summer Undergraduate Research Fellows, travel to PhD student recruitment fairs/conferences for staff/faculty and High School graduate summer research programs.
Support the collection, organization, and online posting of recruitment resources related to Ph.D. and summer research programs.
Establish and maintain departmental filing and archiving systems for PhD applicants, committee meeting minutes, and other Graduate School documents, while safeguarding appropriate confidentiality.
Prepare monthly expense reports, track budgets, and coordinate travel for supported staff.
Communicate and coordinate frequently with Graduate School staff, research faculty, teaching instructors, research support staff, and graduate students.
Share reception duties with Graduate School administration team.
Accomplish other duties as assigned.

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