Administrative Assistant – Front Desk

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 biomedical imaging. Through public programming, we work to inspire scientific curiosity in everyday life.

Description

The Administrative Assistant acts as part of a team to provide administrative support as directed by the Director of Administration for members of the executive suite. Responsibilities include assisting and greeting individuals on the phone and in person and assisting with internal and external communications related to seminars and events. This position requires a high level of discretion and the ability to maintain confidentiality.

Duties Include:

  • Welcome visitors by greeting them, in person or on the telephone, and escorting them to their appropriate destination
  • Assist with Morgridge Board of Trustee and Committee meetings as directed. Duties include but are not limited to compiling committee and board books, creating tabs, copying, and mailing to appropriate members
  • Assist with Morgridge Scientific Advisory Board meetings as directed. This includes compiling materials, assisting with poster session preparation and execution, collecting abstracts and ensuring review via intellectual property disclosure meetings
  • Prepare stipend payments for Board and SAB members as directed
  • Assist with maintenance of Board governance materials/records as directed. Develop familiarity with corporate documents, tracking, monitoring and prioritizing tasks and projects as needed to meet requests
  • Instruct and assist with iPad/conference room schedules and postings
  • Maintain conference room setup, supplies, and cleanliness
  • Assist with monthly institute-wide coffee break
  • Maintain office supplies for executive suite and kitchenettes by checking inventory and ordering items
  • Reconcile monthly credit card expenses
  • Maintain tidy reception area
  • Contribute to team effort by accomplishing related tasks as assigned
  • Manage seminar posting on each floor and on Helix
  • Maintain and order coffee/refreshments in the reception area (including coordinating the pod recycling program)
  • Make copies as required for all staff
  • Maintain office and cubicle space charts including printing cube nameplates
  • Assist with addressing and mailing holiday cards
  • Manage/make requests for routine building maintenance, furniture requests or other things that need to be addressed
  • Maintain tidy kitchenettes including weekly maintenance of coffee makers and quarterly refrigerator upkeep
  • Perform other miscellaneous duties as required

Requirements

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:

  • Two-year administrative degree or equivalent work experience is preferred
  • A minimum of 5 years of administrative experience, preferably in a fast-paced organization is desired

Knowledge, Skills and Abilities Required:

  • Ability to effectively communicate via phone and email ensuring that all receptionist duties are completed accurately and delivered with high quality and in a concise manner
  • Proficiency with a variety of computer software applications including Microsoft Word, Excel and Powerpoint
  • Professional attitude and appearance
  • Ability to maintain confidentiality
  • Excellent interpersonal, oral and written communications skills
  • Superior organizational skills and commitment to completing tasks in a timely manner
  • Attention to detail is essential in composing, typing and proofing materials
  • Demonstrated ability to prioritize, multitask and meet deadlines
  • Ability to executes administrative tasks to the highest quality standards
  • Demonstrated ability to collaborate with a team from across the organization and to act independently under general direction
  • Ability to maintain confidentiality and a high level of discretion

Working Conditions and Physical Effort:

  • Work is normally performed in a typical office environment
  • No or very limited physical effort is required

In order to ensure the safety of our workplace, proof of COVID-19 vaccination is required unless an exemption is granted for medical, disability or religious reasons.

To apply:

Interested candidates should submit a cover letter and resume via the link below.

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