Administrative Assistant

Gladstone Institutes; San Francisco (CA); On-site; USD 125,000 - 150,000; Full time

Job summary

An innovative research institution is seeking a highly skilled Administrative Assistant to provide crucial support to the Institute of Data Science & Biotechnology. The role involves managing schedules, coordinating events, and maintaining communication across departments. This position offers the opportunity to work in a dynamic environment where you can contribute to groundbreaking research while enjoying a healthy work-life balance. With a commitment to professional growth and a supportive team, this is the perfect role for someone looking to make a meaningful impact in the field of science and technology.

Benefits

Generous medical benefits

Dental and vision insurance

Retirement plan

Paid vacation

Commuter benefits

Free shuttle transportation

Qualifications

• 4+ years of relevant experience required.
• Excellent written and verbal communication skills are essential.
• Strong interpersonal skills and ability to multi-task.

Responsibilities

• Manage calendars and schedules for investigators.
• Coordinate travel arrangements and prepare detailed itineraries.
• Organize seminars and special events, ensuring all logistics are handled.

Skills

Calendar Management

Written Communication

Verbal Communication

Multi-tasking

Interpersonal Skills

Event Coordination

Problem-solving

Education

High School Diploma

Associate's Degree

Bachelor's Degree

Tools

WordPress

Microsoft Office Suite

Job description

The Gladstone Institutes is an independent, not-for-profit research institution affiliated with the University of California San Francisco (UCSF), contributing to the health and well-being of all people through research, technology development, education, and outreach in human biology and diseases of the heart, brain, and immune system. Gladstone is composed of 600 employees who receive exceptional benefits. We are located in an award-winning building adjacent to UCSF's Mission Bay Campus. Gladstone has consistently ranked as one of the top places to work in academia in the United States.

About the Role :

The Gladstone Institutes is recruiting a well-organized, highly skilled and motivated Administrative Assistant to provide comprehensive administrative support for the Gladstone Institute of Data Science & Biotechnology. Key duties include managing calendars and schedules, making travel arrangements, coordinating seminars and special events, updating and formatting of supporting documents for grant applications, handling routine correspondence and communications on behalf of the investigators, and managing all office activities. The ideal candidate will be able to pro-actively anticipate needs, prioritize tasks, and use independent judgment to trouble-shoot and solve problems.

What you will do :

• Word process, format, organize, proofread and correct correspondence, manuscripts, bibliographies, grants, fellowship applications and other documents, as required.
• Accurately read and follow procedures and formats for submitting manuscripts, grants, and fellowships.
• Establish and maintain computerized templates / forms and up to date standard sections for grant applications (e.g., Resources and Environment; Biographical Sketch; Other Support).
• Maintain lab websites by updating content using WordPress and a file manager.
• Coordinate institute seminars and special events, including visitor's travel arrangements and agenda, catering, venue reservations, and flyers.
• Coordinate travel arrangements and prepare detailed itineraries. Maintain accurate travel records, process reimbursement requests, and track as needed.
• Maintain investigators' calendars. Schedule meetings and appointments including pro-actively resolving schedule conflicts and arranging space, refreshments, and transportation, as appropriate.
• Facilitate communication with other administrative offices such as Accounting, Grants, Human Resources, Philanthropy, IT, Executive Office and Facilities / Operations.
• Function as external liaison, as appropriate with other universities, research institutes, and government funding offices.
• Provide department support to postdoctoral scholars and graduate students.
• Administer purchase order functions.
• Maintain accurate records and efficient filing system for easy access to key information.
• Perform other duties as assigned.

What you need :

• 4+ years relevant experience and a high school diploma, 2+ years relevant experience and AA / AS or BA / BS
• Experience with complex calendar management.
• Demonstrated ability to follow detailed directions with accuracy.
• Ability to multi-task and prioritize.
• Excellent written and verbal communication skills, including grammar, spelling, and editing.
• Strong interpersonal skills, ability to communicate in a professional manner with tact and discretion, and ability to work well independently and collaboratively.
• Creative skills for designing event flyers, website content, and maintaining a positive and attractive work environment.
• Highly proficient in all aspects of general administrative support.
• Interview process will include tests for formatting, proofreading, and drafting correspondence.

Hiring Range : 28.00 hr.-$33.00 hr.

• 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.

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