Faculty Support Administrator On-Site Calendar & Grants

Winston Staffing; Town of Huntington (NY); On-site; USD 55,000 - 70,000; Full time

Job summary

Winston Staffing is seeking an experienced Administrative Assistant to provide high-level operational and faculty support for a prestigious research institution in Cold Spring Harbor, NY. The role demands impeccable discretion, complex calendar management, travel coordination, and meticulous expense processing.

You will support research faculty and lab teams, maintain records, assist with grant documentation, and ensure smooth administrative onboarding and compliance in a fast-paced, on-site

Qualifications

• Minimum of 5 years of administrative support experience, ideally in academic, healthcare, scientific research, biotech, or public sector setting.
• Advanced skills in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint).
• Familiarity with grant tracking or institutional compliance documentation is highly desirable.
• Exceptional prioritization, problem-solving, and organizational skills with the ability to handle high-pressure deadlines independently.

Responsibilities

• Calendar & Meeting Coordination: Manage complex daily schedules for in-person and remote meetings across multiple platforms.
• Event & Travel Logistics: Organize seminar series and meetings, arrange domestic/international guest speaker travel, and process travel reimbursements.
• Financial & Expense Administration: Reconcile monthly corporate AMEX statements, track laboratory supply expenses, and assist with budget oversight.
• Grant & Documentation Support: Track grant due dates and coordinate with offices to collect materials for online submission; maintain CVs and support records.
• Laboratory Operational Support: Order office and lab supplies, track deliveries, and facilitate onboarding and departures for lab personnel.
• Compliance & Records: Prepare and update regulatory documentation and maintain confidential research files.

Skills

Administrative support

Scheduling

Communication

Discretion

Tools

Microsoft Excel

Microsoft Outlook

Microsoft Word

PowerPoint

Job description

Winston Staffing is seeking an experienced Administrative Assistant to provide high-level operational and faculty support for a prestigious research institution in Cold Spring Harbor, NY. The role demands impeccable discretion, complex calendar management, travel coordination, and meticulous expense processing.

You will support research faculty and lab teams, maintain records, assist with grant documentation, and ensure smooth administrative onboarding and compliance in a fast-paced, on-site