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About the Role
We are seeking a bright, ambitious professional with strict attention to detail, a positive attitude, and a desire to learn and grow to provide high-level administrative support to the Directors office in a fast-paced environment at the Gladstone Infectious Disease Institute. The role involves supporting groundbreaking biomedical research and requires flexibility to respond to rapidly changing demands. The ideal candidate will be resourceful, independent, and willing to take on additional responsibilities.
Responsibilities
- Coordinate travel arrangements and prepare detailed itineraries.
- Maintain accurate travel records and process reimbursement requests.
- Maintain supervisors’ calendars and schedule meetings and appointments.
- Arrange space, refreshments, and transportation for meetings.
- Word process, format, organize, proofread, and correct correspondence, manuscripts, bibliographies, grants, and fellowship applications.
- Accurately read and follow grant and fellowship application procedures and formats.
- Coordinate mini symposiums and special events, including travel, venue, and catering.
- Function as internal liaison with other administrative offices (Accounting, Grants, HR, Development, IT, Executive Office, Facilities/Operations).
- Function as external liaison with other universities, research institutes, and government agencies.
- Provide departmental support to postdoctoral fellows and graduate students.
- Establish and maintain supervisors’ offices and necessary filing and retrieval systems.
- Establish and maintain computerized templates/forms and up-to-date standard sections.
- Update lab and institute web sites with new publications, personnel, and events.
- Open and sort mail (hardcopy and email).
- Draft replies to routine correspondence.
- Send regular and express mail.
- Screen incoming calls and answer routine inquiries.
- Schedule follow-up calls.
Requirements
- Detail-oriented, self-starter who can work with minimal supervision.
- Exceptional organization and independent problem-solving skills.
- Excellent grammar and editing skills.
- Excellent written, verbal, and interpersonal communication skills.
- Consistently uses good judgment, meets tight deadlines, and shows initiative.
- A team player with a strong interest in supporting scientific and biomedical research programs.
- Consistently avoids mistakes and oversights.
- High level of professionalism.
- Experience working in a fast-paced environment.
- Advanced level of proficiency in Microsoft Word/Excel/PowerPoint for Mac OS X.
- Willingness to learn new software applications as needed.
- Table and formatting experience a plus.
Skills
- Microsoft Word
- Microsoft Excel
- Microsoft PowerPoint
- Mac OS X
- Administrative Support
- Travel Arrangements
- Calendaring
- Scheduling
- Event Coordination
- Manuscript Submission
- Grant Application Preparation
- Proofreading
- Editing
- Web Site Updates
- Communication Skills
- Organizational Skills
- Problem-Solving Skills
- Interpersonal Skills
Location
- Mission Bay Campus
Work Type
- Full-time
Experience Level
- Not specified
Education Level
- Not specified
Salary/Compensations
- $59,346.31 - $69,819.19
Benefits
- Competitive salaries
- Comprehensive benefits
- Generous medical, dental, vision, retirement plan
- Paid vacation
- Commuter benefits
- Access to free shuttle transportation
About the Company
- The Gladstone Institutes is a leading independent, not-for-profit research organization dedicated to improving human health through groundbreaking biomedical research and education.
- Our work spans neuroscience, cardiovascular biology, immunology, and stem cell biology, with a strong emphasis on understanding and treating disease.
- Gladstone fosters a collaborative and innovative environment with approximately 600 team members, including world-renowned scientists and biomedical leaders.
- We offer the resources to empower individuals to maximize their potential and make a meaningful impact on global health.
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.