Administrative Assistant I - Research

JAX; Bar Harbor (ME); On-site; USD 30,000 - 39,000; Full time

Job summary

JAX, Bar Harbor-based research administration unit, is seeking an Administrative Assistant I to support faculty and lab teams. The role requires expert organization, calendar management, travel arrangements, and handling confidential information with tact.

You will coordinate meetings, prepare agendas, assist with onboarding, process expense reports, and liaise with the Office of Sponsored Research Administration and external partners to ensure smooth operations in a fast-paced lab environment.

Qualifications

• High School Diploma or GED required, 2+ years of administrative experience preferred.
• BA/BS degree preferred but not required. Familiarity with scientific environment is a plus.
• Proficiency with word processing, spreadsheets, and presentation software; strong organizational skills.

Responsibilities

• Provides advanced administrative support to faculty and lab staff.
• Manages calendars, meetings, travel (domestic and international) and expense reports.
• Liaises with the Office of Sponsored Research Administration and external partners.
• Assists with onboarding/offboarding of employees and timekeeping for research staff.
• Supports budgeting and procurement of supplies as needed.

Skills

Administrative support

Calendar management

Travel coordination

Communication skills

Education

High School Diploma or GED

Bachelor's degree preferred

Tools

MS Office

Email software

Job description

## Administrative Assistant I - ResearchApply: Bar Harbor, Maine: Full time: Posted 10 Days Ago: JR006088Working under limited supervision, incumbents in this position use advanced administrative concepts, practices and procedures to support faculty and their research lab staff. Gathers, organizes, stores and supplies information; maintains files; schedules appointments, arranges meetings and special events; produces correspondence and documents. Acts as a liaison between assigned Staff and the Scientific Director's Office, Office of Sponsored Research Administration and other administrative areas of the institution, as well as applicable administrative areas of external organizations often serve as the first point of contact for visitors, collaborators, and job candidates. The Research Administrative Assistant (RAA) is distinguished by the degree of autonomy and professionalism expected, as well as the specialized knowledge and skills required to successfully support grant-funded research.**Key Responsibilities & Essential Functions*** Provides advanced administrative support to assigned Faculty and their lab groups including, but not limited to calendar maintenance, internal and external meeting arrangements, all aspects of domestic travel arranging and coordination of international travel, faculty and staff expense reports, electronic and paper file maintenance; assists with on-boarding and off-boarding of employees and timekeeping for research staff* Maintains calendars and appointment schedules. produces agendas and facilitates and coordinates special events and meetings that may include internal and external participants. Make travel arrangements for invited guests, prepare meeting agendas, and coordinate in-town transportation. Liaises with the Office of Sponsored Research Administration and Research Program Development to assist with documents for grant submissions including faculty and research staff bio sketches/CV, letters of support, documents for compliance reporting, progress reports, and others as required by the granting agency.* Assists faculty with submission of manuscripts including providing bibliographic reference material, help with graphics and submission to PubMed for NIH required PMCIDs.* Works to develop mastery in and performs specialized duties/coordination functions including, but not limited to, support of Seminar Committee, Interest Groups, and research data entry such as PubMed* Assists labs in ordering supplies; facilitates purchase orders. Provides general computer, fax, printer, scanning, copier, Zoom, and software support to faculty and their staff. Works closely with IT to solve technical issues and order replacement supplies. May provide support and assistance in lab budgets; may monitor expenditure for supplies and other administrative expenses to ensure conformance with budget.* Other duties as assigned.**Knowledge, Skills, and Abilities*** High School Diploma and 2 years relevant administrative experience.* A BA is preferred but not required. A familiarity with basic science is preferred but not required.* Must have successful working experience using multiple technical applications including word processing, database management, spreadsheets, presentation software, email and other office technologies. Demonstrated ability to learn new applications as required.* Excellent organizational and time management skills and demonstrated ability to manage details accurately. Must be effective at managing multiple tasks and multiple priorities.* Strong interpersonal skills to work cooperatively with a large team in a high-profile environment requiring discretion, judgment, tact, and diplomacy in interactions with a wide variety of people and personalities.* Ability to communicate effectively in writing and verbally, to clearly exchange information with people representing a wide diversity of disciplines and levels of sophistication.* Ability to take independent initiative and exercise good judgment in decision making under minimal supervision.* 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.* Ability to work in a fast-paced environment, handle multiple projects, and meet short deadlines.Education Required: High School Diploma or GED Education Preferred: Bachelor's Degree Experience Required: 2 years Experience Preferred: 4 yearsPay Range (hourly): $22.04 - $28.65, pay determined by years of experience