Administrative Assistant (refill) - The Planet Group

The Administrative Assistant provides administrative to a senior faculty member Principal Investigator (PI) managing a large laboratory research program. This individual will report directly to the PI and work closely with PI’s Laboratory Manager, Grants Management Specialist, and Department Administrator.
 
Responsibilities:

• Close communication with PI, including twice weekly one-on-one check-in meetings. Attend weekly meetings with department grants office, quarterly financial review meetings, and quarterly meetings with Philanthropy
• Schedule meetings on behalf of PI, including polling for availability, setting up Outlook/Zoom holds, and reserving conference rooms.
• Email, general correspondence, and preparing letters of recommendation, grant applications, and academic journal articles.
• Maintain biosketches, CVs, and other reference documents.
• Perform general office duties such as typing, data entry, filing, copying, scanning, faxing, sorting mail, answering phone and greeting visitors, maintaining tidiness of office area, ordering office supplies, etc.
• Assist PI with peer review processes for grant applications and academic journal articles, as needed.
• Prepare monthly Pcard reconciliations. Prepare and process expense reports, travel reimbursements, and requests for vendor payments.
• Coordinate travel arrangements for PI, laboratory personnel, postdoctoral candidates, and visiting speakers, as needed.
• Facilitate academic and hospital appointment processes, maintenance of licenses, academic society memberships/dues, credentialing and certifications, as needed.
• May be responsible for the planning and preparation of conferences/retreats, which includes booking the venue, coordinating speakers, arranging audiovisual equipment, and ordering food.
• Perform duties related to other special projects as needed.

Knowledge & Skills Required:

• Strong communication (verbal and written) skills, interpersonal skills, and experience working successfully with a wide variety and levels of faculty and staff (e.g., research faculty, fellows, research technicians, administrative staff, etc.)
• Organized with strong attention to detail
• Team player who can work in a fast moving environment
• Ability to work independently
• Can balance multiple complex projects simultaneously
• Must have computer skills, including the use of Microsoft Office Suite, Zoom, Adobe Acrobat, Dropbox