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About the Role

The Gladstone Institute of Cardiovascular Disease is seeking a dynamic Administrative Assistant to join their support team. This is an onsite, part-time position with room for growth.

Responsibilities

• Maintain supervisor’s calendars.
• Schedule meetings, including pro-actively resolving schedule conflicts.
• Reserve meeting facilities and arrange set-up requirements, AV, refreshments, and transportation, as needed.
• Coordinate travel arrangements and prepare detailed itineraries.
• Maintain accurate travel records, including detailed profiles of supervisor’s travel preferences and frequent traveler accounts.
• Process and track reimbursement requests.
• Word process, format, organize, proofread and correct correspondence, manuscripts, bibliographies, grants, fellowship applications and other documents.
• Accurately read and follow grant and fellowship application procedures and formatting requirements.
• Function as internal liaison with other administrative departments and/or as external liaison with other universities, research institutes and government funding agencies.
• Coordinate seminars and special events, including visitor’s travel arrangements and agenda, catering, venue reservations, etc.
• Maintain accurate, secure records and efficient filing system for easy access to key information.
• Open and sort mail, screen incoming calls, answer routine inquiries, schedule follow-up calls.
• Perform a variety of accounts payable activities, including: preparing vendor check requests, purchase orders, travel expense reimbursements, and monthly expense reports.

Requirements

• Thorough knowledge of general concepts, practices and procedures of administrative support.
• Thorough knowledge of personal computer operations and common office software including word processing, spreadsheet, bibliography, presentation graphics, email and other related applications.
• Thorough knowledge of principles of record keeping.
• Thorough knowledge of English usage, spelling, grammar and punctuation.
• Thorough knowledge of methods and procedures of data entry.
• Ability to represent one’s supervisor in a professional manner is critical.
• Work is performed under periodic supervision.
• Receives general instructions on routine work and clear instructions on new assignments.
• Work is guided by generally accepted standards and practices.
• Uses discretion in prioritizing and organizing workflow.
• Problems encountered are routine, somewhat repetitive and generally solved by following clear directions and procedure.
• Advanced interpersonal skills in order to work with personnel at various levels of the organization.
• Proficient in giving and receiving feedback.
• Actively listens to fully understand the viewpoint of others.
• Demonstrates an understanding of others’ perspectives or concerns.

Skills

• Using a computer and applicable software programs
• Maintaining databases
• Performing routine mathematical calculations
• Providing customer service
• Preparing routine, standardized reports
• Maintaining secure records
• Coordinating meeting and/or event logistics
• Maintaining schedules
• Prioritizing activities
• Understanding and following oral and written instructions
• Maintaining organization and attending to details
• Handling confidential material with discretion
• Communicating effectively, both verbally and in writing

Location

• Onsite

Work Type

• Part-time
• Onsite

Experience Level

• Commensurate with education and experience

Education Level

• Commensurate with education and experience

Salary/Compensations

• $59,346.31 ($28.53/hr.) - $69,819.19 ($33.57/hr.)

Benefits

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

About the Company

• 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 non-job related characteristic. We make all employment decisions so as to further this principle of equal employment.

Equal Opportunity

• 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 non-job related characteristic. We make all employment decisions so as to further this principle of equal employment.