Research Administrative Assistant
The successful candidate will provide advanced administrative support to their assigned scientists in support of their research efforts. The candidate will work closely with Sponsored Programs Administration, the Finance Office, Human Resources, Security, Information Technology and all other offices/units, as necessary to navigate administrative processes/procedures for the scientists.
Role and responsibilities:
• Maintain assigned scientists’ calendars. Make arrangements for meetings, conferences, seminars and other events in accordance with institute policy and procedure. Work with a variety of departments to schedule and secure meeting rooms, audio-visual equipment and other needed items. Coordinate internal and external conference calls and video conferences.
• Coordinate travel arrangements in accordance with institute policy and procedure for assigned scientists, their visiting speakers and guests, and occasionally their laboratory personnel. This may include completion of conference registrations, airfare and lodging reservations, car rental arrangements, itineraries, etc. Work closely with Sponsored Programs Administration and Finance for accurate and timely processing of travel expense reimbursements.
• Assist assigned scientists with maintaining and drafting biographical sketches, curriculum vitae’s, current and pending support, facilities, resources, environment and equipment documents for scientists’ finalization, as needed for research proposals and awards. Additionally, assist with preparation of correspondence, letters and other documents, as needed.
• Assist assigned scientists with submission of documents and manuscripts to sponsors, journals, associations and/or collaborators; including poster and other print jobs to appropriate service provider. Provide reference support by maintaining biobliographic libraries in EndNote and MyNCBI and performing PubMed searches and reference retrievals.
• Assist assigned scientists with lab staff management items. Ensure staffing requests are completed in accordance with institute policy and procedure. Provide support for arranging new employee work spaces, resources, orientations, testing and all other necessary onboarding requirements. Assists with timesheet items, as needed.
• Assist assigned scientists with office/lab maintenance needs. Coordinates facilities/housekeeping requests, office supply ordering, common-use office equipment needs, mail (incoming and outgoing) and order distribution.
• Will stay informed of changing requirements impacting job duties. This will be done in close relationship with Sponsored Programs Administration and includes current knowledge of guidelines impacting biosketches, current and pending support, federal travel policies and other responsibilities impacted by sponsor rules and regulations.
• Provide support to other Research Administrative Assistants, as needed.
• Other special projects, as assigned.
Required: High school diploma or GED.
Preferred: Sixty (60) hours or Associate Degree from an accredited college or university with an interest in General Business, Management or Office Systems Technology. Provision of administrative support in an Independent Research Institute, Research University or Research Hospital setting. Provision of administrative support to investigators of federally funded research. Use of Enterprise Resource Planning (ERP) system in previous administrative positions.
Experience required: Knowledge of administrative systems and processes as would normally be acquired through three years of work in a position in which administrative duties were the major set of responsibilities, or completion of a post-high school training course in administrative support, and two years of administrative work.
Skills: Command of Microsoft Office suite, Google Apps, successful use of the internet as a resource and the ability to adapt and learn quickly. Excellent written and interpersonal communication skills with the ability to interact with both senior management and subordinates. Ability to excel in an environment working with members of a highly effective work team. Applicants meeting education/experience/skills requirements may be contacted for testing.
POTENTIAL HAZARDS: Will work at a computer for long periods of time. Work is performed within routine office environment with no exposure to hazardous or unpleasant conditions. Physical demands are usually limited to sitting or standing in one location much of the time. Some stooping, lifting or carrying objects of light weight may be required. Must have a valid Texas driver’s license and must meet Texas Biomed driving standards. Will drive a motor vehicle on Texas Biomed business.
OTHER: This is a full-time hourly paid position. Texas Biomed business hours are Monday – Friday, 8:00am to 5:00pm. Occasional weekend work, holidays and overtime will be required. Texas Biomed is committed to a drug-free workplace. Pre-employment drug screen is required.
Apply online at http://www.txbiomed.org/about/employment. Application packets are accepted electronically or in hard copy. A completed application packet is a requirement for all positions. Incomplete applications will not be accepted. Equal Employment Opportunity/M/F/Disability/Protected Veteran Status
Your resume and application must be provided electronically. Please follow the steps below.
- Please read instructions before submitting your application.
- PDF forms will need to be completed, saved to your computer and uploaded. Please refer to Step 2 for additional information.
- Fill out the online form.
- At the conclusion of the application process, you will be asked to attach your PDF files.