Administrative Assistant

Gladstone Institutes; San Francisco (CA); On-site; USD 59,000 - 70,000; Part time

Benefits offered by this job

Healthy work-life balance

Competitive salary

Excellent benefits

Commuter benefits

Free shuttle transportation

Job summary

Gladstone Institutes is seeking an Administrative Assistant to join our support team onsite in a part-time role. The position requires thorough knowledge of administrative support practices, proficient use of standard office software, and strong organizational skills.

Responsibilities include calendar management, travel coordination, document preparation, liaison work with internal departments and external partners, and coordination of seminars and events.

Qualifications

• Thorough knowledge of administrative support concepts and procedures.
• Proficiency with common office software including word processing, spreadsheets, and email.
• Ability to maintain secure records and handle confidential material.
• Strong organization, attention to detail, and time management.
• Excellent written and verbal communication.
• Experience coordinating meetings, travel arrangements, and reimbursements.

Responsibilities

• Maintain supervisor calendars and schedule meetings.
• Coordinate travel arrangements and detailed itineraries.
• Prepare and proofread grant, fellowship, and other documents.
• Liaise with internal departments and external partners.
• Coordinate seminars and special events.
• Process accounts payable and expense reimbursements.

Skills

Administrative support

Office software

Record keeping

Data entry

Customer service

Meeting coordination

Travel arrangements

Scheduling

Confidentiality

Clear communication

Tools

Word processing

Spreadsheets

Presentation graphics

Email

Database software

Job description

Category:AdministrationLab/Area:GICD AdministrationDescription: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.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 conflictsReserve meeting facilities and arrange set-up requirements, AV, refreshments, and transportation, as neededTravel Arrangements:Coordinate travel arrangements and prepare detailed itinerariesMaintain accurate travel records, including detailed profiles of supervisor’s travel preferences and frequent traveler accountsProcess and track reimbursement requestsDocument 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.Incumbents in this classification perform administrative support activities for an assigned lab, core, institute, or department.Work is performed under periodic supervisionReceives general instructions on routine work and clear instructions on new assignments.Work is guided by generally accepted standards and practicesUses discretion in prioritizing and organizing workflowProblems encountered are routine, somewhat repetitive and generally solved by following clear directions and procedureAdvanced interpersonal skills in order to work with personnel at various levels of the organizationProficient in giving and receiving feedbackActively listens to fully understand the viewpoint of othersDemonstrates an understanding of others’ perspectives or concernsSalary Range:$59,346.31 ($28.53/hr.) - $69,819.19 ($33.57/hr.)Gladstone Perks & BenefitsPeople –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.