Sr. Administrative Coordinator – SeaHub

Sr. Administrative Coordinator – SeaHub

The mission of the Allen Institute is to unlock the complexities of bioscience and advance our knowledge to improve human health. Using an open science, multi-scale, team-oriented approach, the Allen Institute focuses on accelerating foundational research, developing standards and models, and cultivating new ideas to make a broad, transformational impact on science.

Join the Seattle Hub for Synthetic Biology (SeaHub), a new initiative at the intersection of academic creativity and start-up style execution. Our mission is to reimagine living cells and genomes as devices for recording biology and diagnostic information over time, as well as for encoding real-time therapeutic decision-making. Take off with us as we imagine — and create — a kind of cellular flight recorder that can also seize the controls. Be part of a small dynamic team on the ground floor of a new program with world-class scientists.

In addition to SeaHub, this role will also support the Artificial Intelligence Powered Biological Design (AIPBD) initiative, which applies machine learning to biological design, including the development of interconnected design–test–learn “flywheels” for synthetic enhancers, protein binders, and related systems.

The Sr. Administrative Coordinator reports to the Director, Scientific Operations and provides a wide range of complex and confidential administrative and operational support to the senior leadership team. The responsibilities include, but are not limited to coordinating schedules and activities, supporting administrative needs, and serving as a key point of contact for the Institute.

As the first point of contact with the Institute, this individual must possess exceptional communication skills with senior level professionals both internally and externally. This individual is an essential member of the team and is expected to work independently and proactively, contributing collaboratively within a complex organization. This role will involve working with a broad set of stakeholders including leaders and team members across all Allen Institute business units, as well as external partners. The ability to anticipate needs and contribute wherever needed is critical.

At the Allen Institute, we believe that science is for everyone – and should be open to everyone. We are dedicated to combating biases and reducing barriers to STEM careers more broadly. We also believe that science is better when it includes different perspectives and voices. We strive to make the Allen Institute a place where everyone feels like they belong and are empowered to do their best work in a supportive environment.

We are an equal opportunity employer and strongly encourage people from all backgrounds to apply for our open positions.

Essential Functions

• Lead office management and culture-building efforts that support employee experience, including planning and execution of team events, gatherings, celebrations, and onboarding touchpoints that foster engagement and connection
• Schedule and manage internal and external meetings, as well as videoconferences and teleconferences, including coordination of all event logistics and details such as itineraries, meeting materials, facilities set-ups, catering, and travel arrangements
• Provides complex administrative and operational support including but not limited to calendar management, events and meeting coordination and logistics planning, agenda and meeting minute management, action item and/or issue monitoring and tracking for team
• Manage employee and external visitor onboarding logistics, including workspace setup, coordination across teams, and maintaining standard processes to ensure a smooth start experience
• Supports travel, purchasing and expense reporting for the team
• Supports the vendor contracting process
• Provides procurement and budget tracking support
• Draft, edit and proofread documents for content, spelling, grammar, and typographical errors
• Support in preparation of reports and presentations as needed
• Create and maintain spreadsheets, and administrative standard procedures for the team
• Support management of the team website
• Support organization and maintenance of document systems, databases, and shared network space
• Other duties as assigned

Note: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This description reflects management’s assignment of essential functions; it does not proscribe or restrict the tasks that may be assigned.

Required Education and Experience

• High School Diploma or equivalent
• 4 years of relevant experience

Preferred Education and Experience

• 2–4 years of administrative support experience at an intermediate level or higher
• 2+ years of experience supporting senior/executive leaders
• Proficient with MS Office applications, including Outlook, Word, Excel and PowerPoint. Must be able to create functional Excel/Smartsheet spreadsheets
• Ability to create complex slide decks with embedded charts in PowerPoint a plus
• Must be able to work independently and exercise good judgment to handle a variety of situations
• Strong communication skills and attention to detail
• Demonstrated ability to maintain confidentiality
• Basic business writing skills and the ability to draft written communications
• Experience managing virtual meetings
• Ability to learn new technologies
• Excellent interpersonal and time management skills
• Demonstrated ability to improve processes
• Experience coordinating/managing projects
• Prior experience in a research or health sciences environment
• Able to act in accordance with Allen Institute values as outlined in the Code of Conduct

Physical Demands

• Sitting, standing and/or walking for up to 8 hours per day
• Fine motor movements in fingers/hands to operate computers and other office equipment

Position Type/Expected Hours of Work

• This role works onsite 5 days/week. We are a Washington State employer, and the primary work location for Allen Institute employees is 700 Dexter Ave N.

Annualized Salary Range

• $71,100 - $87,100 *

* Final salary depends on required education for the role, experience, and level of skills relevant to the role, along with work location, where applicable

Benefits

• Employees (and their families) are eligible to enroll in benefits per eligibility rules outlined in the Allen Institute’s Benefits Guide. These benefits include medical, dental, vision, and basic life insurance. Employees are also eligible to enroll in the Allen Institute’s 401k plan. Paid time off is also available as outlined in the Allen Institutes Benefits Guide. Details on the Allen Institute’s benefits offering are located at the following link to the Benefits Guide: https://alleninstitute.org/careers/benefits.

It is the policy of the Allen Institute to provide equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state or local law. In addition, the Allen Institute will provide reasonable accommodation for qualified individuals with disabilities.