Executive Assistant, Faculty (Sanjana and Phatnani Labs)

New York Genome Center, Inc.; New York (NY); On-site; USD 70,000 - 80,000; Full time

Job summary

New York Genome Center is seeking an Executive Assistant, Faculty to provide primary administrative support for two research groups and their leaders. The role includes managing calendars, scheduling meetings, arranging travel, and coordinating events to enable research progress.

You will handle expense reports, maintain group websites, and assist with teaching activities, requiring discretion, strong writing, and meticulous attention to detail.

Qualifications

• 2+ years of administrative experience, including calendar maintenance.
• Strong writing and editing skills and excellent attention-to-detail.
• Excellent competence with computers and modern communication tools, e.g. MS Office (Outlook, Word, Excel), Slack, Gemini/ChatGPT.
• Exceptional time management and organizational skills, with the ability to balance multiple priorities.
• Excellent verbal and written communication skills.
• Ability to anticipate needs and take action without detailed direction for routine responsibilities.
• Ability to maintain the highest level of confidentiality and engender trust.
• Experience in academic or non-profit environment preferred; undergraduate degree preferred.

Responsibilities

• Manages complex calendars of group leaders.
• Schedules meetings, conference calls and interviews, responds to invitations, reserves locations, manages attendee lists.
• Works through scheduling roadblocks using independent judgment and discretion.
• Ensures group leaders are prepared for meetings and assists them with time management.
• Coordinates events, meetings and conferences, including A/V needs, catering, confirming attendees, booking locations.
• Coordinates extensive travel arrangements and prepares itineraries for domestic and international travel.
• Prepares and processes expense reimbursements and tracks expenses.
• Maintains and updates group websites as papers are published and grants are funded.
• Supports group leaders in teaching by organizing course calendars and arranging meetings with students.

Skills

Calendar maintenance

Writing and editing

MS Office

Slack

Gemini/ChatGPT

Time management

Communication skills

Confidentiality

Education

Undergraduate degree preferred

Job description

The Executive Assistant, Faculty serves as the primary source of administrative support for two research groups and their leaders and will be responsible for varied tasks supporting biomedical academic research labs.

Responsibilities include, but are not limited to:

• Manages complex calendars of group leaders.

• Schedules meetings, conference calls and interviews, responds to invitations, reserves locations, manages attendee lists etc.

• Works through scheduling roadblocks using independent judgment and discretion
  wherever possible.

• Ensures group leaders are prepared for meetings and assists them with best managing

their time.

• Coordinates events, meetings and conferences, including A/V needs, catering, confirming attendees, booking locations, etc.

• Coordinates extensive travel arrangements. Prepares itineraries and documents to facilitate

domestic and international travel by group members and job candidates.

• Prepares and processes expense reimbursements and tracks outstanding expenses.

• Maintains and updates group websites as papers are published and grants are funded.

• Supports group leaders when they are teaching, e.g. organizes the course calendar, arranges meetings with students, maintains the course website.

Performs other administrative duties as requested, such;

• Proofreads, reviews and edits documents with excellent attention to detail.

• Attends meetings to take notes, tracking action items and following up accordingly.

• Liaises with students and administrators at NYGC and other NY institutes (primarily Columbia University and NYU), for example to set up new hires, secure space, order computers and materials.

• Orders office supplies.

• Performs filing, scanning and record-keeping.

• Provides administrative support (if other priorities permit) to other NYGC faculty on an occasional basis, as a backup for other administrative staff.

Position Requirements

• 2+ years of administrative experience, including calendar maintenance;

• Strong writing and editing skills and excellent attention-to-detail;

• Excellent competence with computers and modern communication tools, such MS Office (Outlook, Word, Excel), Slack, Gemini/ChatGPT;

• Exceptional time management and organizational skills, with the ability to appropriately balance multiple, competing priorities;

• Excellent verbal and written communication skills;

• Ability to anticipate needs and take action without requiring detailed direction in relation to routine responsibilities;

• Ability to maintain the highest level of confidentiality and to engender trust;

• Experience working in an academic, scientific or non-profit environment preferred; and, undergraduate degree preferred.

About the Sanjana Lab

The Sanjana Lab develops technologies to understand how human genetic variants cause diseases. The lab employs a multi-disciplinary approach, combining genome engineering, pooled genetic screens, molecular genomics, synthetic biology, and imaging, to dissect the inner workings of the human genome and to develop next-generation therapies for diverse diseases, including cancer, rare inherited disorders, brain disorders, autoimmunity and others. The Sanjana lab is comprised of molecular engineers, biologists, neuroscientists, computer scientists and bioscience entrepreneurs who are passionate about creating new technologies for genomics and advancing human health. The lab is also affiliated with the Department of Biology at New York University. http://sanjanalab.org/

About the Phatnani Lab

The Phatnani Lab applies integrated multi-omic approaches to understand the molecular mechanisms underlying neurodegenerative diseases. The lab employs a multi-disciplinary approach, combining whole-genome sequencing, spatial transcriptomics, single-nucleus epigenomics and RNA-seq, and multiplex protein imaging, to dissect the complex interplay between neurons and non-neuronal cells in the brain and spinal cord, to study diseases including amyotrophic lateral sclerosis (ALS), frontotemporal dementia (FTD), and other neurodegenerative disorders. The Phatnani lab is comprised of computational biologists and basic scientists who are passionate about building tools and resources for the research community and advancing our understanding of human brain health. The lab is affiliated with the Department of Neurology at Columbia University. https://www.nygenome.org/science-technology/faculty-labs/phatnani-lab/

Competencies

• Technical and Professional Skills: Consistently demonstrates skills and knowledge relevant for current role; strives to expand the depth and breadth of technical and professional skills; works with a high level of integrity; exhibits focus and discipline; appropriately prioritizes, manages expectations and delivers on commitments.

• Collaborative & Communicative: Models collaboration and teamwork; brings out the best in others; effectively works with all levels, internally and externally; respects and embraces diversity of perspective; communicates clearly and listens carefully; uses good judgment as to what to communicate and when to do so.

• Adaptable & Innovative: Adaptable and embraces change; develops new insights and pursues improvements and efficiency; fosters exchange of new ideas and willing to challenge the status quo; takes initiative and is solution-oriented; engages in work with passion and curiosity.

Work Location

This position is based onsite at the New York Genome Center.

Salary & Benefits

The pay range for this position is $70,000-80,000 per year; the base pay offered may vary depending on job-related knowledge, skills, and experience.

In addition, NYGC offers a full range of medical, financial, and other benefits as well as generous time off. This includes Medical/Dental/Vision for employees & dependent(s); Vacation, Holidays, Sick, and Other Leave, including a paid winter break; a 401(k) match; Life Insurance; Flexible Spending Accounts; employee Tuition Reimbursement; flexible schedules and telework options for some positions; an Employee Assistance Program; and much more.

About the New York Genome Center

The New York Genome Center (NYGC) is an independent, nonprofit, academic research organization dedicated to advancing genomic research. NYGC scientists and staff are furthering new approaches to diagnosing and treating neurological diseases and cancer through their unique capabilities in whole genome sequencing, RNA sequencing, state-of-the art analytics, and the development of genomic tools. NYGC concentrates specifically on disease-based research in the following areas: neuropsychiatric disease (autism, schizophrenia, bipolar); neurodegenerative disease (ALS, Alzheimer’s, Parkinson’s, Huntington’s), and cancer.

Located in Lower Manhattan, the New York Genome Center was founded by and remains closely affiliated with the leading academic medical centers and research universities in the New York region, engaging in research projects with and for these institutions. Essential to our collaborative work is an outstanding faculty, whose members typically hold a joint appointment at NYGC and a partner university. They support our scientific mission by conducting independent research in areas of mutual interest to us and the wider scientific community.

The New York Genome Center is a VEVRAA Federal Contractor. All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of race, creed, color, gender, religion, national origin, sexual orientation, age, disability, genetic predisposition or carrier status, protected veteran or military status, domestic violence victim status, partnership status, caregiver status, alienage or citizenship status, marital status, or any other characteristic protected by applicable law. NYGC takes affirmative action in support of its policy to hire and advance in employment individuals who are minorities, women, protected veterans, and individuals with disabilities.

FLSA Status –Non-Exempt

This position is not eligible for visa sponsorship or relocation assistance.