Experience:
3-5 years of experience
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Employment Type:
Full time
Posted:
11/10/2018
Job Category:
Administration
Research Administrative Assistant
(This job is no longer available)
Jackson Laboratory | Farmington, CT
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Job Description

Summary

Working under minimal supervision, incumbents in this position provide advanced administrative support to their assigned Scientific Staff. Gathers, organizes, stores and supplies information; maintains files; schedules appointments, arranges meetings and special events;produces correspondence and documents. Uses advanced administrative concepts, practices and procedures in support of the work of Scientific Staff. Acts as a liaison between assigned Staff and the Director's Office, Grants Office and other administrative areas of the institution, as well as applicable administrative areas of external organizations (i.e UCONN Health, CCMC). Creativity and initiative are expected in recommending and implementing solutions to unique administrative challenges. This level of Administrative Assistant is distinguished by the degree of autonomy and professionalism expected.

RAS' act as a liason between their faculty and individuals within and outside JAX often serving as first point of contact for visitors, collaborators and job candidates. The RAS' corrdinates certain lab-wide functions such as Interest Groups, Seminar Speakers and lab related education programs.

Responsibilities

* Assists scientific staff with the grant submission process, including: responsibility for preparation of biographical sketches; customizing documents; formatting application text and graphics; preparing bibliography; preparing appendix materials; and provides general advanced administrative support.- Supports grant application and reporting by: obtaining data and reports from operational databases, formatting tables and figures, drafting letters of support, obtaining biosketches from collaborators, conducting PubMed searches and preparing bibliographies, and completing disclosure forms. Supports and interacts with the Office of Sponsored Programs and Scientific Programs Development as needed for these efforts.- Recommends, implements and monitors administrative systems and procedures with approval of supervisor; uses established systems and procedures to maximum effect, suggests improvements and enhancements as appropriate to situation.- Provides orientation support to new scientific staff in acclimating to JGM and the local area as needed.- Reads, routes and files all manner of correspondence; provides end recipient with associated background material as dictated by circumstances; prepares replies to routine messages and correspondence regarding primarily administrative issues.- Posesses judgement sufficient to recognize limits of responsibility and direct issues beyond level of responsibility to appropriate personnel. Ability to anticipate needs of the Scientific Staff to whom support is provided and to be a liasion with UCHC key staff to ensure Scientific Staff have access to necessary resources and training specific to working on the UCHC campusAbility to work on multiple projects simultaneously while remaining organized and focused.- Handles routine administrative requests independently; routes other requests to appropriate personnel for handling.- Maintains calendars and appointment schedules; arranges time and place of meetings, often in cooperation with others; prints agendas and materials for meetings.- Facilitates and coordinates special events and meetings that may include internal and external participants, including local government officials. Makes travel arrangements for invited guests, prepares agendas, and coordinates in-town transportation. Prepares facilities and greets attendees.- Acquires travel numbers, makes travel arrangements, and processes all travel expense reports and expenditures for reimbursement.- Administers team web sites by: preparing text, updating existing information, and coordinating with the JAX Web Oversight Committee to implement changes and to add new content. The incumbent coordinates quarterly reviews of all sites with the associated member.- Creates and maintains excel spreadsheets, and works with existing databases. The incumbent is expected to design and implement new data sheets and adapt new database software as needed.
* Greets visitors and customers to department; handles routine administrative requests independently; routes other requests to appropriate personnel for handling.- Provides support and assistance in preparation of overall departmental budgets; may monitor expenditures for supplies and other administrative expenses to ensure conformance with budget. Assists labs in ordering supplies; facilitates purchase orders.- 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.- Produces documents, files and communiqués and copies of same, using a variety of tools. Organizes, implements and maintains filing systems, electronic and paper.- May offer training, guidance and leadership to less experienced administrative staff within department or in another department as needed; serves as resource for less experienced administrative staff. Has the capability of supervising less experienced administrative staff as JGM grows.- Identifies departmental issues, suggests and implements approved solutions. - Takes lead on departmental projects and training. Keeps supervisor apprised of status.- Performs other duties as required.

Qualifications

* Knowledge of administrative systems and processes as would normally be acquired through five (5) years of work in a position in which administrative duties were the major responsibilities, or an Associate's degree in Business or closely related discipline and two (2) years of professional office experience. Experience working in a scientific/research or highly technical environment. Supervisory experience is preferred but not required. - Must have successful working experience using multiple technical applications including word processing, database management, spreadsheets, graphics and presentation software, email and other office technologies.- Demonstrated skill in effective oral and written communication. Writing skills sufficient to compose effective and persuasive letters and other documents as would normally be acquired through attainment of a Baccalaureate degree. This requirement may also be met through submission and review of writing samples as a part of the selection process.- Strong interpersonal skills to work in a high-profile environment to effectively deal with a wide variety of people and personalities requiring discretion, judgment, tact and diplomacy.- Ability to produce documents, reports and lists and the like often under tight time constraints while using a variety of equipment. Ability to organize, file and retrieve information using common alphanumeric filing schemes.- Ability to work on multiple projects simultaneously while remaining organized, focused and professional often under short timelines. - Ability to present a positive image through appearance and behaviors.- 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.- Initiative to act independently and efficiently under minimal supervision.- Judgment sufficient to recognize limits of responsibility and direct issues beyond level of responsibility to appropriate personnel.

About Us

The Jackson Laboratory (JAX, www.jax.org) is a nonprofit biomedical research institute with over 2,000 employees whose mission is to discover precise genomic solutions for human disease and empower the global biomedical community in the shared quest to improve human health. A National Cancer Institute-designated Cancer Center, JAX has a mammalian genetics headquarters in Bar Harbor, Maine, a facility in Sacramento, California, and a genomic medicine facility, The Jackson Laboratory for Genomic Medicine (JAX-GM), in Farmington, Connecticut.

JAX employees work in a collaborative, value-driven, and team-based environment where the focus is on advancing science and improving patients' lives. Researchers apply genetics to increase the understanding of human disease and advance treatments and cures for cancer, neurological and immune disorders, diabetes, aging, and heart disease. JAX was voted among the top 15 "Best Places to Work in Academia" in the United States in a poll conducted by The Scientist magazine!

Our Values:

INTEGRITY - Courage and commitment to do what is right

PEOPLE - Inspiring our people to enhance the health of all

ONE TEAM - Unified by our promise to transform medicine and science

EXCELLENCE - Achieving world-class results

INNOVATION - Leading with discovery and creative solutions

STEWARDSHIP - Caring for and enhancing the resources entrusted to us

What do we have to offer?

JAX offers a dynamic and supportive work environment, competitive salaries, and a comprehensive benefits package, including a medical plan, outstanding retirement plan, generous paid time off, and tuition reimbursement including an MBA program. Our campus offers a fitness center with an award-winning wellness program, an onsite full service cafeteria, and a fully operational primary care facility available to employees and their families.

Most importantly, every position contributes to JAX's mission of discovering precise genomic solutions for human disease and empowering the global biomedical community in our shared quest to improve human health.

The Jackson Laboratory provides equal employment opportunities to all employees and applicants for employment in all job classifications without regard to race, color, religion, age, mental disability, physical disability, medical condition, gender, sexual orientation, genetic information, ancestry, marital status, national origin, veteran status, and other classifications protected by applicable state and local non-discrimination laws.

Learn more about career opportunities at JAX: http://www.jax.org/careers.

About Jackson Laboratory

The Jackson Laboratory was founded in 1929 as a cancer research facility, and has been designated as a Cancer Center by the National Cancer Institute since 1983 to conduct basic research. The continuing mission of The Jackson Laboratory is to discover the genetic basis for preventing, treating and curing human disease, and to enable research and education for the global biomedical community. Based in Bar Harbor, Maine, The Jackson Laboratory has a large presence in Maine and is the state's sixth largest non-profit organization.