Morgridge Careers

  • Administrative Assistant - Metabolism

    Location US-WI-Madison
    Job ID
    2019-1653
    Category
    Administrative Support
    # of Openings
    1
  • The Organization

    As an independent research organization, the Morgridge Institute for Research explores uncharted scientific territory to discover tomorrow’s cures. In affiliation with the University of Wisconsin-Madison, we support researchers who take a fearless approach to advancing human health in emerging fields such as regenerative biology, metabolism, virology and medical engineering. Through public programming, we work to inspire scientific curiosity in everyday life. 

    The Opportunity

    The Metabolism Administrative Assistant provides advanced organizational and administrative support to the Lead Investigator for Metabolism, Assistant Director of Metabolism Operations, and two additional Metabolism Investigators including preparing itineraries for speakers and faculty candidates, scheduling meetings, processing reimbursements, providing support for the leader’s coursework activities, and general laboratory management.  

     

    Primary Responsibilities

    • Represent the Metabolism research area and its leader with professional and proactive communication to internal and external stakeholders.
    • Assist the Lead Investigator for Metabolism with travel plans, editorial responsibilities, letters of recommendation, and other miscellaneous duties.
    • Assist with monthly expense reports, reimbursements, and other billing duties.
    • Organize and prepare itineraries for invited speakers and guests.
    • Coordinate room logistics for all meetings. Ensure all meetings have the appropriate presentation material, and that food and A/V equipment requirements have been fulfilled as required. Follow up meetings with meeting notes/summaries to attendees.
    • Provide support to leader in coursework activities; upload course materials to online portal, format examinations, and other support as assigned.
    • Support and help staff events; maintain registration lists, and gather and assist with registration materials, programs and projects for metabolism events as assigned.
    • Assist the Assistant Director of Metabolism Operations with grant applications for federal and non-federal funding including assisting with the compilation of materials from key personnel and outside entities.
    • Assist the Assistant Director of Metabolism Operations with effort requirements/certification, annual reports, other required grant/contract materials, and correspondence with funding agencies to ensure all deadlines are met on funded grants.
    • Serve as a liaison between the Assistant Director of Metabolism Operations, laboratory staff, and Morgridge Institute financial team; complete credit card statements, follow-up on inquiries, and other financial administration.
    • Assist with and monitor renewals of safety protocols and materials transfer agreements.
    • Arrange for the acquisition of supplies and equipment. Manage inventories of common lab supplies and track items received through use of the internal procurement system. Coordinate materials with scientific collaborators at UW and other institutes.
    • Coordinate maintenance of laboratory equipment including management of service contracts, and contacting vendors for repair and instrument service. Ensure services have been completed and follow-up as needed.
    • Assist laboratory staff with the shipment of materials to collaborators and others.
    • Organize and implement a system for managing and tracking lab/freezer space as well as for laboratory custodial activities.
    • Coordinate and assist laboratory staff with the scheduling and training of student hourly employees.
    • In conjunction with Human Resources, spearhead new employee onboarding including helping new staff members with documentation, building access, etc. Also, help departing staff with the completion of exit checklist and follow-up.
    • Assist with maintaining laboratory and theme websites.
    • Other responsibilities as assigned by supervisor or laboratory needs.

    Qualifications

    To perform this job successfully, an individual must be able to perform each primary duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the primary functions.

     

    Education and Experience

    • Associate degree and 5+ years previous administrative experience; bachelor’s degree and prior administrative experience is preferred

     

    Knowledge, Skills and Abilities Required

    • Ability to exercise sound judgment and flexibility while working with initiative and independence within a collaborative team environment
    • Proficiency with a variety of computer software applications (Word, Excel, PowerPoint, Outlook, Endnote, etc.)
    • Excellent oral and written communication skills
    • Advanced organizational skills
    • High level of accuracy and attention to detail in composing, typing and proofing materials
    • Demonstrated ability to develop, manage and execute wide variety of projects, manage multiple assignments and meet deadlines
    • Ability to maintain a high level of confidentiality
    • Ability to collaborate with a team
    • Demonstrates use of respect and dignity in decisions, communications, and actions

    To apply:

    Qualified individuals interested in this opportunity are required to submit a cover letter and resume as one document via the link below.  

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