Administrative assistant (temporary)

Category:

Temporary (Fixed Term)

Lab/Area:

GIDB Administration

Description:

Who we are:

At Gladstone Institutes, every role contributes to discoveries that have the potential to transform lives.

Gladstone is a world-renowned independent, nonprofit biomedical research organization dedicated to solving some of the most challenging diseases affecting humanity. Our scientists are leaders in neuroscience, cardiovascular disease, immunology, stem cell biology, and emerging areas of biomedical innovation. Located in San Francisco's vibrant Mission Bay research hub, Gladstone brings together exceptional researchers, clinicians, and professionals who share a common goal: improving human health through science.

With approximately 600 employees, we offer the agility of an independent institute combined with the impact of a globally recognized research organization. We foster a collaborative, inclusive culture where employees are encouraged to grow professionally while contributing to work that truly matters.

About the Role:

Are you a quick-thinking go-getter who never drops the ball? We are seeking a bright, ambitious professional with a strict attention to detail, a positive attitude and a desire to learn and grow. If that sounds like you, the future will be bright for you at the Gladstone Institutes.

In this position you can expect to provide high level administrative support to investigators and research staff in a fast-paced environment at the Gladstone Institute of Data Science and Biotechnology. Our focus is on supporting groundbreaking biomedical research, so we’d love it if you shared our passion in making a difference in human health.

Typical days can be rare here, so you’d need to be flexible and comfortable with having to respond to rapidly changing demands. The ideal Administrative Assistant will not only be responsible for administrative support, but also have a willingness to learn, help others, be resourceful and independent, and take on additional responsibilities over time.

Position Summary

The Administrative Assistant will support two investigators and diverse initiatives as a member of the administrative team at the Gladstone Institute of Data Science and Biotechnology. Duties include making travel arrangements, calendaring/scheduling meetings, updating lab web sites, coordinating events and seminars, assisting with manuscript submissions, preparation and editing of grant applications and manuscripts, and other duties as assigned. The successful candidate will be a team player and a self-starter who is highly organized, has a strong sense of responsibility, and possesses excellent verbal and written communication skills. The candidate must have the ability to prioritize and manage multiple tasks while adhering to deadlines, exercising good judgment, and remaining focused on details. This position requires working onsite at the Mission Bay campus in San Francisco, CA.

What You Will Do:

• Coordinate travel arrangements and prepare detailed itineraries. Maintain accurate travel records, process reimbursement requests, and track as needed.
• Maintain supervisors’ calendars. Schedule meetings and appointments including arranging space, refreshments and transportation, as appropriate.
• Word process, format, organize, proofread and correct correspondence, manuscripts, bibliographies, grants, fellowship applications and other documents, as required. Accurately read and follow grant and fellowship application procedures and formats.
• Coordinate weekly institute seminars and special events by arranging travel (flight, hotel, and ground transport) for special guests, finding and reserving venues, ordering catering services, and other related duties.
• Function as internal liaison with other administrative offices such as Accounting, Grants, Human Resources, Development, IT, Executive Office and Facilities/Operations. Function as external liaison, as appropriate, with other universities, research institutes and government agencies.
• Provide departmental support to postdoctoral fellows and graduate students, as directed by supervisor.
• Establish and maintain supervisors’ offices and necessary filing and retrieval systems.
• Establish and maintain computerized templates/forms and up-to-date standard sections (e.g., Resources and Environment; Biographical Sketch; Other Support).
• Update lab and institute web sites by entering new publications, personnel, and events.
• Open and sort mail (hardcopy and email, as directed). Draft replies to routine correspondence. Send regular and express mail. Screen incoming calls; answer routine inquiries, schedule follow-up calls.

What You Will Need:

• Detail-oriented, self-starter who can, or quickly becomes able to, work with minimal supervision
• Exceptional organization and independent problem-solving skills
• Excellent grammar and editing skills
• Excellent written, verbal and interpersonal communication skills
• Consistently uses good judgment, meets tight deadlines and shows initiative
• A team player with a strong interest in supporting scientific and biomedical research programs
• Strong ability to anticipate challenges and implement preventive solutions
• High level of professionalism
• Experience working in a fast-paced environment
• Advanced level of proficiency in Microsoft Word/Excel/PowerPoint for Mac OS X and be willing to learn new software applications as needed

What Is Preferred:

• Table and formatting experience a plus

Salary Range:

$29.10 - $34.23/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.