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