at The Jackson Laboratory in Bar Harbor, Maine, United States
Job Description
The Project Coordinator and Administrator positions are responsible for providing advanced administrative assistance to focused research support activities and initiatives at JAX. An in-depth understanding of research administration and service deliverables, excellent communication skills, and high proficiency with available project tracking, enable the Project Administrator to ensure a positive internal and external stakeholder experience. Senior Project Administrator works independently in the execution of core responsibilities of the Vice President Research's office and will be a key member of the Vice President for Research's team. The incumbent will be required to work with faculty, managers, senior leaders and other Project Administrators as well as with members of the Board of Scientific Counselors to organize meetings or participate in small to big projects led by Vice President Research's office or other research administration departments. Senior Project Administrator works mostly independently in the execution of core responsibilities, but may require assistance from the Vice President Research to help resolve most challenging problems or projects. The Senior Project Administrator takes the lead role in specific projects, such as developing and implementing processes and planning from start to finish. The Senior Project Administrator also serves in a lead role undertaking additional responsibilities and leadership within the Vice President Research's office including organization, planning, and administrative support for the Laboratory faculty review and promotions process; administrative support to the Scientific Advisory Council; managing the Adjunct Faculty nomination and renewal process; and other duties as assigned . Represents the Vice President for Research's office in cross-functional activities when appropriate. Actively works with internal and external stakeholders to resolve issues and mitigate concerns. The incumbent is responsible for supporting the operations and administration of the Vice President for Research's office by assisting and leading a variety of projects and activities that are hosted by the office including bi-annual Board of Scientific Counselors meetings, annual Faculty Retreat, and annual Trainee Scientific Symposium. This position will support and partner with others in the Vice President Research's office to be involved in the full life cycle of project management to execute in planning, logistics, coordination, and implementation. Secondarily, this position will serve as a back up to the Executive Assistant, Office of the Vice President Research (EA) and will maintain the Vice President Research's calendar, schedule meetings, and create itineraries as needed.
This role can be hybrid/remote 2-3 days per week onsite to Bar Harbor, ME or Farmington, CT
Key Responsibilities & Essential Functions
Provides organizational, planning, and administrative support for academic- and faculty-related functions under the purview of Vice President for Research, including biannual Board of Scientific Counselors (BSC) meetings, Annual Faculty Retreat and Annual Trainee Scientific Symposium. This includes: preparing agendas in consultation with Vice President for Research, making all necessary logistical arrangements for the meetings, providing travel support to meeting participants as necessary, coordinating all invited speakers and activities in support of these meetings.
In close coordination with the campus Scientific Directors' offices, organizes and provides administrative support for Faculty review and promotions processes including collecting all required information to support the review/promotion, distributing that information to review/promotion committee members, collecting committee and faculty feedback related to promotions and coordinating any necessary meetings and seminars related to the review/promotion.
Proof and content support for Quarterly Research Newsletters, Quarterly Research reports for Board of Trustees (BoT), and other reports from the Vice President for Research.
Provide administrative support to the Scientific Advisory Council (SAC), including running annual election process, creating meeting agendas, taking and distributing minutes and managing identified action items.
Manage Adjunct Faculty nomination and renewal process with Scientific Advisory Council, faculty sponsors and HRIS. This includes soliciting nominations for adjunct faculty, collecting and distributing all information for adjunct faculty nomination consideration and decisions, and maintaining accurate adjunct faculty lists.
Works with Vice President for Research Team (Executive Assistant and Executive Projects Manager) to cover all administrative work... 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.
