Administrative Assistant I - Research

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

Job summary

The Jackson Laboratory in Bar Harbor, ME seeks an experienced Research Administrative Assistant to support faculty and their research teams. You will manage calendars, coordinate meetings and travel, handle expense reports, and maintain files for sponsored research.

The role requires discretion, strong organizational skills, and the ability to handle multiple priorities in a fast-paced lab environment. You will also assist with grant-related documents, PubMed submissions, and bios/sketch

Qualifications

• High School Diploma and 2 years relevant administrative experience.
• A BA is preferred but not required.
• Familiarity with basic science is preferred but not required.
• Experience with multiple technical applications including word processing, database management, spreadsheets, presentation software, and email.
• Ability to learn new applications as required.
• Excellent organizational and time management skills and attention to detail.
• Ability to manage multiple tasks and priorities effectively.
• Strong interpersonal skills for working with a large team in a high-profile environment.
• Effective written and verbal communication across diverse disciplines.
• Ability to take initiative and exercise good judgment under minimal supervision.
• Anticipate needs and supply services and materials to maximize efficiency.
• Ability to thrive in a fast-paced environment and meet short deadlines.

Responsibilities

• Provide advanced administrative support to faculty and lab groups.
• Maintain calendars, arrange meetings and internal/external events.
• Coordinate domestic and international travel for faculty and staff.
• Process expense reports and maintain electronic/paper files.
• Assist with onboarding/offboarding and timekeeping for research staff.
• Support grant submissions with bios, letters of support and compliance documents.
• Assist with manuscript submissions to PubMed for NIH PMCIDs.
• Provide IT and office tech support and order supplies.

Skills

Organizational skills

Time management

Communication

Interpersonal skills

Initiative

Discretion and diplomacy

Education

High School Diploma

Bachelor's Degree (preferred)

Tools

MS Office

Word processing

Database management

Spreadsheets

Presentation software

Email

Job description

Working 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 FunctionsProvides 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 staffMaintains 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 PubMedAssists 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 AbilitiesHigh 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 GEDEducation Preferred: Bachelor's DegreeExperience Required: 2 yearsExperience Preferred: 4 yearsPay Range (hourly): $22.04 - $28.65, pay determined by years of experienceAbout JAX:The Jackson Laboratory is an independent, nonprofit biomedical research institution with a National Cancer Institute-designated Cancer Center and nearly 3,000 employees in locations across the United States (Maine, Connecticut, California, New York, Florida), Japan and China. Its mission is to discover precise genomic solutions for disease and empower the global biomedical community in the shared quest to improve human health.Founded in 1929, JAX applies over nine decades of expertise in genetics to increase understanding of human disease, advancing treatments and cures for cancer, neurological and immune disorders, diabetes, aging and heart disease. It models and interprets genomic complexity, integrates basic research with clinical application, educates current and future scientists, and provides critical data, tools and services to the global biomedical community. For more information, please visit www.jax.org.EEO Statement:The Jackson Laboratory provides equal employment opportunities to all employees and applicants for employment in all job classifications without regard to race, color, religion, age, mental disability, physical disability, medical condition, gender, sexual orientation, genetic information, ancestry, marital status, national origin, veteran status, and other classifications protected by applicable state and local non-discrimination laws.