About the role:

Under the general supervision of the Senior Scientific Program Manager, the Administrative Assistant will provide broad administrative support for several programs in Science and Training (S&T) department, including the Visiting Scientist Program, Scientific Recruiting and Training, Outreach and Communications. Perform a wide variety of tasks requiring excellent organizational ... administrative, and computer skills; in-depth knowledge of general office management; and proven success at teamwork, collaboration, and customer service.

About the team:

The Janelia Science and Training group creates and manages a range of dynamic and innovative scientific programs and activities that foster collaborations, intellectual interactions, and a culture of leadership development.

What we provide: • A competitive compensation package, with comprehensive health and welfare benefits. • A flexible hybrid schedule (M&F at home office, T-W-Th on-site). • Professional development opportunities • Attend and participate in Janelia’s scientific seminars and conferences

What you'll do: • Draft a variety of visitor agreements for scientists who are part of the Janelia Visiting Scientist Program. • Assist in the onboarding process for visitors in the Visiting Scientist Program. • Assist in coordinating various tasks including reserving AV support, booking rooms, and requesting catering for a variety of on-campus events. • Assist in travel arrangements and reporting as needed. • Process payments, including travel reimbursements, honoraria and others as needed. • Exercise the utmost discretion regarding internal and external communication. • Enter various documents in internal systems and make sure all metadata is added appropriately. • Coordinate and arrange meetings, special projects, activities, and communications. • Support testing of several open-call competitions and group leader review processes within the HHMI application and review system. • Collaborate with all Janelia departments and staff as needed. • Work collaboratively in a team, yet be self-sufficient in managing time, duties, responsibilities, and deliverables.

What you bring: • Bachelor’s degree or equivalent, or related experience preferred • Minimum of five years of administrative experience preferred • Experience supporting a research environment is a plus • Proficient with Microsoft Office / Word / Excel / PowerPoint, ZOOM and other administrative software • Excellent verbal and written communication • Excellent follow-up skills • Ability to plan, prioritize, and implement with limited detailed supervision • Strong computer skills; experience with Microsoft Word, Excel, Office. Ability to use databases (data entry and reporting, coding not necessary) • Ability to competently handle multiple projects, stay organized, produce accurate work, and meet specified deadlines

Please include a cover letter with your application.

Physical Requirements:

Remaining in a normal seated or standing position for extended periods of time; reaching and grasping by extending hand(s) or arm(s); dexterity to manipulate objects with fingers, for example using a keyboard; communication skills using the spoken word; ability to see and hear within normal parameters; ability to move about workspace. The position requires mobility, including the ability to move materials weighing up to several pounds (such as a laptop computer or tablet).

Persons with disabilities may be able to perform the essential duties of this position with reasonable accommodation. Requests for reasonable accommodation will be evaluated on an individual basis.

Please Note:

This job description sets forth the job’s principal duties, responsibilities, and requirements; it should not be construed as an exhaustive statement, however. Unless they begin with the word “may,” the Essential Duties and Responsibilities described above are “essential functions” of the job, as defined by the Americans with Disabilities Act

Howard Hughes Medical Institute (HHMI)

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Administrative Assistant - Science & Training