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About the Role
Gladstone Institutes is seeking a bright, ambitious professional with a strict attention to detail, a positive attitude, and a desire to learn and grow to provide high-level administrative support to investigators and research staff in a fast-paced environment at the Gladstone Institute of Data Science and Biotechnology. This role supports 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 follow grant and fellowship application procedures and formats.
- Coordinate institute seminars and special events, including arranging travel for guests, reserving venues, and ordering catering.
- Function as an internal liaison with other administrative offices (Accounting, Grants, HR, Development, IT, Executive Office, Facilities/Operations).
- Function as an 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 filing systems.
- Establish and maintain computerized templates/forms and standard sections.
- Update lab and institute web sites with new publications, personnel, and events.
- Open and sort mail, draft replies to routine correspondence, and send mail.
- Screen incoming calls, answer routine inquiries, and 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.
- Strong ability to anticipate challenges and implement preventive solutions.
- 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.
Skills
- Microsoft Word
- Microsoft Excel
- Microsoft PowerPoint
- Mac OS X
Location
- San Francisco, CA
Work Type
- Onsite
- Temporary (Fixed Term)
Experience Level
- Commensurate with education and experience
Education Level
- Commensurate with education and experience
Salary/Compensations
- $29.10 - $34.23/hr.
Benefits
- Generous medical, dental, vision
- Retirement plan
- Paid vacation
- Commuter benefits
- Access to free shuttle transportation
About the Company
- Gladstone Institutes is a world-renowned independent, nonprofit biomedical research organization dedicated to solving challenging diseases.
- Scientists are leaders in neuroscience, cardiovascular disease, immunology, stem cell biology, and emerging areas of biomedical innovation.
- Located in San Francisco's Mission Bay research hub.
- Fosters a collaborative, inclusive culture where employees are encouraged to grow professionally.
- Approximately 600 employees.
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.