EXECUTIVE/EDUCATIONAL ADMINISTRATOR (hybrid position)

  • Full Time
  • Novato, CA
  • Posted 4 weeks ago
  • Hybrid position

Buck Institute for Research on Aging

live better longer

POSITION SUMMARY

The Buck Institute is looking for an Executive/Educational Administrator who will work under the direction of the Chief Scientific Officer (CSO). This individual will support the executive, educational and laboratory administrative activities of the CSO. This is a hybrid position.

KEY RESPONSIBILITIES

Executive (approx. 60-70%)

  • Provide administrative support to the CSO, including responding to and drafting internal and electronic correspondence, updating databases, filing, ordering office supplies, photocopying, running errands, etc.
  • Maintain CSO’s electronic calendar and assist in scheduling appointments, entertainment, and travel. Prepare travel itineraries and reimbursement requests for CSO and lab members.
  • Coordinate lab, faculty, management and Scientific Advisory Board meetings, preparing agendas, compiling materials, taking minutes, and arranging catering.
  • Screen calls for the CSO, and other members of Senior Management, delivering messages punctually.  Assist and respond to staff and external callers.
  • Proofread and format grant applications, publications, and correspondence, for CSO and lab members, ensuring they are submitted on time and professionally.
  • Prepare and process check requests, reimbursements, and purchase orders for CSO and lab members; balance credit card statements, process timesheets, and maintain organizational documents.
  • Coordinate applications and interviews for lab member positions.
  • Back-up Executive Assistant to the Chief of Staff, CEO, and other Senior Management.

Educational (approx. 30-40%)

  • Help develop, plan and coordinate internal and external educational programs at Buck, including internal research seminars, journal clubs, academic courses and classes for trainees.
  • Arrange travel for visitors participating in above events.
  • Support educational grant applications and write educational materials for CSO and other Educational personnel at Buck.
  • Coordinate with VP Academic Affairs and other educational personnel on pre- and post-graduate education, training, and outreach.  

QUALIFICATIONS

Education & Experience

  • M.S. in education (preferred)
  • 3+ years’ progressively more responsible experience in educational and/or office management and administration.

Specialized Skills

  • Ability to work independently, take initiative, and demonstrate good judgment.
  • Ability to professionally and courteously communicate with a diverse group of people and personalities at all levels including Faculty, leadership staff, laboratory personnel and the public.
  • Outstanding written, verbal, organizational and administrative skills, maintaining a strict degree of confidentiality at all times.
  • Prior experience working in a scientific department at a university or research institute.
  • Knowledge of, and experience with, NIH grant applications and educational programs.
  • Excellent organizational and multitasking skills with ability to handle simultaneous projects of varying complexity in a timely manner.
  • Proven accuracy and attention to detail.
  • Demonstrated supervisory and critical-thinking skills.
  • Can work effectively in a fast-pace environment and manage multiple priorities and project timelines.
  • Highly proficient with Macintosh, MS Word, Excel, Power Point, database and graphics programs.
  • A lifelong learner who is committed to the Buck’s mission.

BENEFITS

  • Competitive $80,000+ salary commensurate with experience
  • Generous benefits package including health insurance, paid parental leave, sick and vacation time, and 401(k) with 5% employer match.
  • Collaborative environment – both for science and social activities.

Tagged as: admin, administrator, coordinator, educational coordinator, executive assistant, office management, project management, training

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