Lab/Area:GICD AdministrationDescription:
The Gladstone Institute of Cardiovascular Disease is seeking a dynamic Administrative Assistant to join our support team. This is an onsite, part-time position with room for growth.
Thorough knowledge of general concepts, practices and procedures of administrative support; personal computer operations and common office software including word processing, spreadsheet, bibliography, presentation graphics, email and other related applications; principles of record keeping; English usage, spelling, grammar and punctuation; methods and procedures of data entry.
Skill in: using a computer and applicable software programs; maintaining databases; performing routine mathematical calculations; providing customer service; preparing routine, standardized reports; maintaining secure records; coordinating meeting and/or event logistics; maintaining schedules; prioritizing activities; understanding and following oral and written instructions; maintaining organization and attending to details; handling confidential material with discretion; communicating effectively, both verbally and in writing.
Meeting Support:
Maintain supervisor’s calendars. Schedule meetings, including pro-actively resolving schedule conflicts
Reserve meeting facilities and arrange set-up requirements, AV, refreshments, and transportation, as needed
Travel Arrangements:
Coordinate travel arrangements and prepare detailed itineraries
Maintain accurate travel records, including detailed profiles of supervisor’s travel preferences and frequent traveler accounts
Process and track reimbursement requests
Document Preparation:
Word process, format, organize, proofread and correct correspondence, manuscripts, bibliographies, grants, fellowship applications and other documents.
Accurately read and follow grant and fellowship application procedures and formatting requirements.
Liaison:
Function as internal liaison with other administrative departments and/or as external liaison with other universities, research institutes and government funding agencies.
Ability to represent one’s supervisor in a professional manner is critical.
Events:
Coordinate seminars and special events, including visitor’s travel arrangements and agenda, catering, venue reservations, etc.
Clerical:
Maintain accurate, secure records and efficient filing system for easy access to key information.
Open and sort mail, screen incoming calls, answer routine inquiries, schedule follow-up calls.
Accounting Functions:
Performs a variety of accounts payable activities, including: preparing vendor check requests, purchase orders, travel expense reimbursements, and monthly expense reports.
Incumbents in this classification perform administrative support activities for an assigned lab, core, institute, or department.
Work is performed under periodic supervision
Receives general instructions on routine work and clear instructions on new assignments.
Work is guided by generally accepted standards and practices
Uses discretion in prioritizing and organizing workflow
Problems encountered are routine, somewhat repetitive and generally solved by following clear directions and procedure
Advanced interpersonal skills in order to work with personnel at various levels of the organization
Proficient in giving and receiving feedback
Actively listens to fully understand the viewpoint of others
Demonstrates an understanding of others’ perspectives or concerns
Salary Range:
$59,346.31 ($28.53/hr.) - $69,819.19 ($33.57/hr.)
Gladstone Perks & Benefits
People–work with talented, committed, and supportive teammates within an organization that values each member of its community.
A meaningful place to grow and learn–whether it’s your professional skills or scientific knowledge, we have the resources and environment to advance either so you can better support Gladstone’s mission to drive a new era of discovery in disease-oriented science and to mentor tomorrow’s leaders in an inspiring and excellent environment.
Healthy work/life balance–you are highly engaged and productive at work because you can have time to recharge and enjoy a vibrant life outside of work.
Compensation–competitive salary. Title and salary will be commensurate with education and experience.
Excellent benefits–generous medical, dental, vision, retirement plan, paid vacation, commuter benefits, access to free shuttle transportation.
Gladstone is committed to providing equal employment opportunities to all employees and applicants for employment without regard to race, color, sex, religion, national origin, ancestry, age, marital status, medical condition, physical or mental disability, veteran status, sexual orientation, or any other non-job related characteristic. We make all employment decisions so as to further this principle of equal employment.
Skills Required
- Thorough knowledge of general administrative support concepts, practices, and procedures
- Proficiency with word processing, spreadsheets, presentation graphics, email, and common office software
- Skill using a computer and maintaining databases
- Experience scheduling and maintaining supervisor calendars and resolving scheduling conflicts
- Experience coordinating meetings, events, AV, catering, venue reservations, and logistics
- Ability to coordinate travel arrangements, prepare itineraries, and process reimbursements
- Strong written English skills, proofreading, formatting, and following application/grant formatting requirements
- Ability to maintain accurate, secure records and efficient filing systems
- Experience performing basic accounts payable tasks (vendor check requests, purchase orders, expense reports)
- Advanced interpersonal and communication skills; ability to represent supervisor professionally
- Ability to handle confidential material with discretion and prioritize workload
What We Do
Gladstone's mission is to drive a new era of discovery in disease-oriented science and to mentor tomorrow’s leaders in an inspiring and diverse environment. Although Gladstone shares traits with other top life science organizations, we pride ourselves on taking uncommon scientific paths to overcoming disease. Our investigators are selected to become authorities in leading or creating new fields, and we work to provide them with resources to explore bold new thoughts, form effective scientific teams, and create or master emerging research technologies that accelerate progress—Gladstone’s special recipe for success that has yielded some of the most important biomedical advances of our time. Our three disease-focused institutes constitute the core of our discovery engine, but do not operate in isolation. We are seizing unprecedented opportunities for “convergence”—defined as the blending of intellectual and physical assets from multiple scientific disciplines and fields to speed the discovery process in our attack on unsolved health problems that affect almost every human family.
