Administrative Assistant

The J David Gladstone Institutes; San Francisco (CA); On-site; USD 81,755,000 - 96,183,000; Part time

Benefits offered by this job

People–work with talented teammates

Growth and learning opportunities

Healthy work/life balance

Competitive salary

Excellent benefits: medical, dental,,

retirement plan

paid vacation

commuter benefits

free shuttle transportation

Job summary

The Gladstone Institute of Cardiovascular Disease is seeking a dynamic Administrative Assistant to join our support team. This onsite, part-time position with room for growth.

Responsibilities include meeting scheduling, travel arrangements, document preparation, liaison with internal and external partners, events coordination and records management. Competitive benefits accompany the role in a mission-driven research environment.

Qualifications

• Thorough knowledge of administrative support concepts and procedures.
• Strong organizational skills with attention to detail and records management.
• Ability to coordinate meetings, travel, and communications with multiple stakeholders.

Responsibilities

• Thorough knowledge of general concepts, practices and procedures of administrative support; personal computer operations and common office software including word processing, spreadsheet, bibliography, presentation graphics, email and other related applications; principles of record keeping; English usage, spelling, grammar and punctuation; methods and procedures of data entry.
• Skill in: using a computer and applicable software programs; maintaining databases; performing routine mathematical calculations; providing customer service; preparing routine, standardized reports; maintaining secure records; coordinating meeting and/or event logistics; maintaining schedules; prioritizing activities; understanding and following oral and written instructions; maintaining organization and attending to details; handling confidential material with discretion; communicating effectively, both verbally and in writing.
• Meeting Support: Maintain supervisor’s calendars. Schedule meetings, including pro-actively resolving schedule conflicts. Reserve meeting facilities and arrange set-up requirements, AV, refreshments, and transportation, as needed.
• Travel Arrangements: Coordinate travel arrangements and prepare detailed itineraries. Maintain accurate travel records, including detailed profiles of supervisor’s travel preferences and frequent traveler accounts. Process and track reimbursement requests.
• Document Preparation: Word process, format, organize, proofread and correct correspondence, manuscripts, bibliographies, grants, fellowship applications and other documents. Accurately read and follow grant and fellowship application procedures and formatting requirements.
• Liaison: Function as internal liaison with other administrative departments and/or as external liaison with other universities, research institutes and government funding agencies. Ability to represent one’s supervisor in a professional manner is critical.
• Events: Coordinate seminars and special events, including visitor’s travel arrangements and agenda, catering, venue reservations, etc.
• Clerical: Maintain accurate, secure records and efficient filing system for easy access to key information. Open and sort mail, screen incoming calls, answer routine inquiries, schedule follow‑up calls.
• Accounting Functions: Performs a variety of accounts payable activities, including: preparing vendor check requests, purchase orders, travel expense reimbursements, and monthly expense reports.
• Advanced interpersonal skills in order to work with personnel at various levels of the organization. Proficient in giving and receiving feedback. Actively listens to fully understand the viewpoint of others.

Job description

Category: Administration Lab/Area: GICD Administration

The Gladstone Institute of Cardiovascular Disease is seeking a dynamic Administrative Assistant to join our support team. This is an onsite, part-time position with room for growth.

Responsibilities

• Thorough knowledge of general concepts, practices and procedures of administrative support; personal computer operations and common office software including word processing, spreadsheet, bibliography, presentation graphics, email and other related applications; principles of record keeping; English usage, spelling, grammar and punctuation; methods and procedures of data entry.
• Skill in: using a computer and applicable software programs; maintaining databases; performing routine mathematical calculations; providing customer service; preparing routine, standardized reports; maintaining secure records; coordinating meeting and/or event logistics; maintaining schedules; prioritizing activities; understanding and following oral and written instructions; maintaining organization and attending to details; handling confidential material with discretion; communicating effectively, both verbally and in writing.
• Meeting Support: Maintain supervisor’s calendars. Schedule meetings, including pro-actively resolving schedule conflicts. Reserve meeting facilities and arrange set-up requirements, AV, refreshments, and transportation, as needed.
• Travel Arrangements: Coordinate travel arrangements and prepare detailed itineraries. Maintain accurate travel records, including detailed profiles of supervisor’s travel preferences and frequent traveler accounts. Process and track reimbursement requests.
• Document Preparation: Word process, format, organize, proofread and correct correspondence, manuscripts, bibliographies, grants, fellowship applications and other documents. Accurately read and follow grant and fellowship application procedures and formatting requirements.
• Liaison: Function as internal liaison with other administrative departments and/or as external liaison with other universities, research institutes and government funding agencies. Ability to represent one’s supervisor in a professional manner is critical.
• Events: Coordinate seminars and special events, including visitor’s travel arrangements and agenda, catering, venue reservations, etc.
• Clerical: Maintain accurate, secure records and efficient filing system for easy access to key information. Open and sort mail, screen incoming calls, answer routine inquiries, schedule follow‑up calls.
• Accounting Functions: Performs a variety of accounts payable activities, including: preparing vendor check requests, purchase orders, travel expense reimbursements, and monthly expense reports.
• Advanced interpersonal skills in order to work with personnel at various levels of the organization. Proficient in giving and receiving feedback. Actively listens to fully understand the viewpoint of others. Demonstrates an understanding of others’ perspectives or concerns.

Salary Range: $59,346.31 ($28.53/hr.) - $69,819.19 ($33.57/hr.)

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.

Based in San Francisco’s Mission Bay neighborhood, Gladstone is an independent state‑of‑the‑art biomedical research institution that empowers its world‑class scientists to find new pathways to cures.