Administrative Assistant II - Rosen Lab
Administrative Assistant II - Rosen Lab
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Job Description
Current HHMI Employees click here to apply via your Workday account.
About the Role:
We are seeking a highly organized and proactive Administrative Assistant II to support Dr. Michael Rosen Chair of the Department of Biophysics at UT Southwestern Medical Center and his research laboratory. This is a dynamic high-trust role that involves coordinating complex administrative and operational tasks managing laboratory finances and serving as a key point of contact for a wide range of internal and external stakeholdersfrom trainees to university leadership.
The ideal candidate will be detail-oriented professional and able to operate independently in a fast-paced scientific environment. This is an exciting opportunity for an administrative professional to contribute meaningfully to the success of a world-renowned biomedical research lab.
What We Provide:
Join a high-powered internationally recognized research lab conducting cutting-edge science with global impact.
Work directly with Dr. Michael Rosen gaining insight into academic leadership and high-level lab operations.
Build critical skills in organization communication and project coordination in support of a leading scientist.
Access formal training mentorship and career development resources from both HHMI and UT Southwestern.
Enjoy a stable long-term career path within a respected scientific institution committed to staff growth and learning.
Be part of a collaborative and supportive environment that encourages continuous improvement and initiative.
What Youll Do:
Administrative & Scheduling Support
Manage Dr. Rosens calendar including virtual/in-person meetings (internal and external) recurring appointments and ad hoc scheduling.
Coordinate travel arrangements for Dr. Rosen and lab members including authorizations visa documentation lodging transportation and reimbursements.
Draft and edit professional communications on behalf of Dr. Rosen.
Manage visits of external scientists hosted by Dr. Rosen (travel logistics lodging scheduling).
Assist students in scheduling their committee meetings and other administrative tasks.
Financial & Grant Management
Oversee laboratory finances including tracking income and expenditures monthly reporting and annual budget forecasting.
Support grant preparation and progress reports: draft budgets gather documentation and coordinate with department administrators for submissions.
Manage billing and travel-related expenses for the labs annual summer research trip to the Marine Biological Laboratory in Woods Hole MA.
Human Resources & Operations
Manage onboarding and offboarding of lab personnel in coordination with HHMI and UTSW (including visa coordination through the International Office).
Serve as liaison to the HHMI UTSW office.
Support material transfer agreements (MTAs).
Assist with laboratory supply ordering and tracking in collaboration with the lab manager.
Manage recommendation letter submissions and update the labs website (e.g. personnel publications).
As time allows and based on experience assist with broader Department of Biophysics administrative tasks.
What You Bring:
Associate degree required or equivalent combination of education and experience.
Minimum 4 years of administrative or relevant experience preferably in support of a research or healthcare executive.
Excellent written and verbal communication skills.
Strong interpersonal skills; ability to work respectfully and effectively across academic hierarchies.
Detail-oriented with the ability to multi-task and prioritize in a complex fast-paced setting.
Proactive problem-solver with sound judgment and critical thinking skills.
Proficiency with Microsoft Outlook Word and Excel.
Experience handling budgets financial tracking and confidential information.
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 jobs 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.
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Compensation and Benefits
Our employees are compensated from a total rewards perspective in many ways for their contributions to our mission including competitive pay exceptional health benefits retirement plans time off and a range of recognition and wellness programs. Visit our Benefits at HHMI site to learn more.
Compensation Range
$48500.00 (minimum) - $60627.78 (midpoint) - $78800.00 (maximum)Pay Type:
AnnualHHMIs salary structure is developed based on relevant job market data. HHMI considers a candidates education previous experiences knowledge skills and abilities as well as internal consistency when making job offers. Typically a new hire for this position in this location is compensated between the minimum and the midpoint of the salary range.
HHMI is an Equal Opportunity Employer
We use E-Verify to confirm the identity and employment eligibility of all new hires.
Employment Type
Full-Time
