Administrative Assistant

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Lab/Area:

Description:

Who we are:

The Gladstone Institutes is an independent notforprofit research institution affiliated with the University of California San Francisco (UCSF) contributing to the health and wellbeing of all people through research technology development education and outreach in human biology and diseases of the heart brain and immune system. Gladstone is composed of 600 employees who receive exceptional benefits. We are located in an awardwinning building adjacent to UCSFs Mission Bay Campus. Gladstone has consistently ranked as one of the top places to work in academia in the United States.

About the Role:

The Gladstone Institutes is recruiting a wellorganized highly skilled and motivated Administrative Assistant to provide comprehensive administrative support for the Gladstone Institute of Data Science & Biotechnology. Key duties include managing calendars and schedules making travel arrangements coordinating seminars and special events updating and formatting of supporting documents for grant applications handling routine correspondence and communications on behalf of the investigators and managing all office activities. The ideal candidate will be able to proactively anticipate needs prioritize tasks and use independent judgment to troubleshoot and solve problems.

What you will do:

• Word process format organize proofread and correct correspondence manuscripts bibliographies grants fellowship applications and other documents as required.

• Accurately read and follow procedures and formats for submitting manuscripts grants and fellowships.

• Establish and maintain computerized templates/forms and up to date standard sections for grant applications (e.g. Resources and Environment; Biographical Sketch; Other Support).

• Maintain lab websites by updating content using WordPress and a file manager.

• Coordinate institute seminars and special events including visitors travel arrangements and agenda catering venue reservations and flyers.

• Coordinate travel arrangements and prepare detailed itineraries. Maintain accurate travel records process reimbursement requests and track as needed.

• Maintain investigators calendars. Schedule meetings and appointments including proactively resolving schedule conflicts and arranging space refreshments and transportation as appropriate.

• Facilitate communication with other administrative offices such as Accounting Grants Human Resources Philanthropy IT Executive Office and Facilities/Operations.

• Function as external liaison as appropriate with other universities research institutes and government funding offices.

• Provide department support to postdoctoral scholars and graduate students.

• Administer purchase order functions.

• Maintain accurate records and efficient filing system for easy access to key information.

• Perform other duties as assigned.

What you need:

• 4 years relevant experience and a high school diploma 2 years relevant experience and AA/AS or BA/BS

• Experience with complex calendar management.

• Demonstrated ability to follow detailed directions with accuracy.

• Ability to multitask and prioritize.

• Excellent written and verbal communication skills including grammar spelling and editing.

• Strong interpersonal skills ability to communicate in a professional manner with tact and discretion and ability to work well independently and collaboratively.

• Creative skills for designing event flyers website content and maintaining a positive and attractive work environment.

• Highly proficient in all aspects of general administrative support.

• Interview process will include tests for formatting proofreading and drafting correspondence.

Hiring Range:

$28.00 hr.$33.00 hr.

Gladstone Perks & Benefits

• Peoplework with talented committed and supportive teammates within an organization that values each member of its community.

• A meaningful place to grow and learnwhether its your professional skills or scientific knowledge we have the resources and environment to advance either so you can better support Gladstones mission to drive a new era of discovery in diseaseoriented science and to mentor tomorrows leaders in an inspiring and excellent environment.

• Healthy work/life balanceyou are highly engaged and productive at work because you can have time to recharge and enjoy a vibrant life outside of work.

• Compensationcompetitive salary. Title and salary will be commensurate with education and experience.

• Excellent benefitsgenerous medical dental vision retirement plan paid vacation commuter benefits access to free shuttle transportation.
  

Gladstone is committed to providing equal employment opportunities to all employees and applicants for employment without regard to race color sex religion national origin ancestry age marital status medical condition physical or mental disability veteran status sexual orientation or any other nonjob related characteristic. We make all employment decisions so as to further this principle of equal employment.