Research Administrative Assistant I

at The Jackson Laboratory in Bar Harbor, Maine, United States

Job Description

Research Administrative Assistant I
The Research Administrative Support Services team is seeking an experience administrative assistant to join our team. The Research Administrative Assistant (RAA) uses advanced administrative concepts, practices and procedures to provide support for faculty and their research labs. The incumbent will assist the faculty with communication with various stakeholders, scheduling of research meetings and activities, coordination of travel, submission of expense reimbursements, and grant and manuscript preparation and submission.
The RAA acts as a liaison between their faculty and individuals within and outside JAX, often serving as the first point of contact for visitors, collaborators, and job candidates. Creativity and initiative are expected in recommending and implementing solutions to unique administrative challenges. RAAs are expected to have a high degree of autonomy and professionalism.

Key Responsibilities:
RAA I administrative support to assigned Faculty and their lab groups including calendar maintenance, internal and external meeting arrangements, all aspects of domestic travel and coordination of international travel, faculty and staff reimbursements, electronic and paper file maintenance.
Assists with onboarding and off-boarding of employees and timekeeping for research staff.
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.
Communicates 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.

Requirements:
RAA I: High School Diploma and 4 years relevant administrative experience.
A Bachelor's degree is preferred. A familiarity with basic science is preferred.
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.

Please submit a cover letter and resume with your application.
Pay Range (Hourly Rate): $21.6 - $33.16

About JAX:
The Jackson Laboratory (JAX) is an independent, nonprofit biomedical research institution with more than 2,400 employees. Headquartered in Bar Harbor, Maine, it has a National Cancer Institute-designated Cancer Center in Augusta, Maine, a genomic medicine institute in Farmington, Connecticut, and facilities in Ellsworth, Maine, Sacramento, California, and Shanghai, China. Its mission is to discover precise genomic solutions for disease and empower the global... For full info follow application link.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability or protected veteran status.