Administrative Assistant – Metabolism

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.

The Opportunity

The Metabolism Administrative Assistant provides advanced organizational and administrative support to the Lead Investigator for Metabolism, Administrative Director – Metabolism Theme, 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 Administrative Director – Metabolism Theme with grant applications for federal and non-federal funding including assisting with the compilation of materials from key personnel and outside entities.
  • Assist the Administrative Director – Metabolism Theme 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 Administrative Director – Metabolism Theme, 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

The ideal candidate will have an associate degree and a minimum of 5 years of previous experience in an administrative role; a bachelor’s degree is preferred.

We require the ability to exercise sound judgment and flexibility while working with initiative and independence within a collaborative team environment, along with proficiency with a variety of computer software applications (Word, Excel, PowerPoint, Outlook, Endnote, etc.). Excellent oral and written communication skills, advanced organizational skills and a high level of accuracy and attention to detail in composing, typing and proofing materials is essential. Applicants must have the demonstrated ability to develop, manage and execute wide variety of projects, manage multiple assignments, and meet deadlines and demonstrate the ability to maintain a high level of confidentiality. The ability to collaborate with a team and to demonstrate use of respect and dignity in decisions, communications, and actions are also required.

In order to insure 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

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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