Research Administrative Assistant

Provides advanced administrative support to assigned Faculty and their lab groups including, but not limited to: calendar maintenance, internal and external meeting arrangements, all aspects of domestic travel arranging and coordination of international travel, faculty and staff reimbursements, electronic and paper file maintenance; assists with on-boarding and off-boarding of employees and timekeeping for research staff.
Maintains calendars and appointment schedules; arranges time and place of meetings, often in cooperation with others; produces agendas and presentation materials for meetings; prepares facilities and greets meeting attendees. Facilitates and coordinates special events and meetings that may include internal and external participants. Makes travel arrangements for invited guests, prepares agendas, and coordinates in-town transportation. Prepares facilities and greets attendees.
Liaises with the Office of Sponsored Research Administration and Research Program Development to assist with documents for grant submissions including creation of faculty and research staff biosketches, letters of support, and as needed documents for compliance reporting and progress reports.
Updates faculty web presence, CVs and online databases such as ORCID and PubMed. Assists faculty with submission of manuscripts including providing bibliographic reference material, help with graphics and submission to PubMed for NIH required PMCIDs.
Develops mastery in and performs specialized duties/coordination functions including, but not limited to, support of Seminar Committee, Interest Groups, and research data entry. Provides Standard Operating Procedure for anything outside the bounds of normal administrative assistant work.
Assists labs in ordering supplies; facilitates purchase orders. Provides general computer, fax, printer, scanning, copier, WebEx and software support to faculty and their staff. Works closely with IT to solve technical issues and order replacement supplies. May provide support and assistance in lab budgets; may monitor expenditures for supplies and other administrative expenses to ensure conformance with budget.
Other duties as assigned.
Knowledge, Skills, and Abilities:

High School Diploma and 4 years relevant administrative experience.
A BA is preferred but not required. A familiarity with basic science is preferred but not required.
Must have successful working experience using multiple technical applications including word processing, database management, spreadsheets, presentation software, email and other office technologies.
Excellent organizational and time management skills and demonstrated ability to manage details accurately. Must be effective at managing multiple tasks and multiple priorities.
Strong interpersonal skills to work cooperatively with a large team in a high-profile environment requiring discretion, judgment, tact, and diplomacy in interactions with a wide variety of people and personalities.
Ability to communicate effectively in writing and verbally, to clearly exchange information with people representing a wide diversity of disciplines and levels of sophistication.
Ability to take independent initiative and exercise good judgment in decision making under minimal supervision.
Ability to anticipate needs of those to whom support is provided and supply needed services and materials in such a way as to maximize their efficiency and productivity.
Ability to work in a fast paced environment, handle multiple projects, and meet short deadlines.


Education Required: High School Diploma or GED
Education Preferred: Bachelor's Degree
Experience Required: 4 years
Experience Preferred: 5 years