Administrative Assistant – Poss Lab

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 virology, advanced multi-scale fluorescence and electron microscopy, metabolism and regenerative biology. Through public programming, we work to inspire scientific curiosity in everyday life.

Job Purpose

The Administrative Assistant provides advanced organizational and administrative support to the Poss Lab, including preparing itineraries for speakers and faculty candidates, scheduling meetings, processing reimbursements, providing support for various campus-related activities, and general laboratory management.

Duties Include:

  • Help transition the laboratory from its previous location to the Morgridge Institute. This may include coordinating the delivery and receipt of lab equipment; preparing spaces for equipment installation; organizing the lab; ordering items for the lab and other related activities.
  • Represent the Poss lab with professional and proactive communication to internal and external stakeholders.
  • Assist Dr. Poss, and other lab members as directed, with travel plans, editorial responsibilities, letters of recommendation, and other miscellaneous duties.
  • Assist with monthly expense reports, reimbursements, and other billing duties.
  • Assist with scheduling and calendar maintenance for Dr. Poss
  • 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 regenerative biology events as assigned.
  • Assist Dr. Poss with grant applications for federal and non-federal funding including assisting with the compilation of materials from key personnel and outside entities.
  • Assist 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 Dr. Poss, 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.

Requirements

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:

  • An associate’s degree in business, administrative support or a related field, or equivalent work experience
  • 5 years previous experience in an administrative role, ideally in a laboratory environment

Knowledge, Skills and Abilities Required:

  • High level of initiative to identify tasks needing completion, or opportunities for improvement, without direction
  • Demonstrated ability to work with an evolving team and in dealing with ambiguity
  • 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 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.

Working Conditions and Physical Effort:

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

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 via the link below.

Apply Now >