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.
This role provides oversight of administrative functions for Morgridge’s leadership. This includes overseeing a team of employees responsible for day-to-day support for our executives, logistic and planning support for our advancement team, and planning and preparation for all board meetings.
- Provide administrative and analytical support for leadership initiatives and activities of the Executive CEO and CFOO. Help prioritize tasks and appointments and proactively prevent scheduling conflicts. Proactively draft basic email and letters for review and editing by Executive Leadership.
- Assume project management leadership to assist with the coordination, follow-through, and resolution of high-level matters, managing priorities and plans associated with the mission and strategic plan of the organization.
- Ensure organizational effectiveness and play a vital role in maximizing the output of administrative support staff through prioritization and delegation of tasks. Identify opportunities for process improvements – improve, automate and streamline processes. Help others adopt best practices in everyday work.
- Train, supervise, and mentor direct reports by capitalizing on their strengths and delegating effectively. Provide staff with growth opportunities, professional training and the tools required to work effectively.
- Direct and oversee various administrative functions, including clerical services such as travel and calendaring, coordinating facility renovations, tracking and allocating office space, scheduling conference rooms, maintaining office equipment and initiating service calls, and purchasing supplies.
- Responsible for creating, monitoring, and adhering to the financial budget for specific administrative areas.
- Responsible for updating the administrative portion of the intranet (Helix).
- Codifying and tracking policies and contracts including archiving and retention of documents.
- Serve as the point of contact for Morgridge visitors, providing tours and overview information on the Institute.
- Other miscellaneous duties as required.
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 will be considered and may be made to enable individuals with disabilities to perform the primary responsibilities.
Education and Experience:
- Associate degree required; bachelor’s degree in business management or a related field strongly preferred.
- 5+ years of previous experience as an executive assistant or project manager
- 3+ years of previous experience in managing direct reports
- Previous experience providing administrative support to boards of directors strongly preferred
- Previous experience providing administrative support to fundraising and communication leadership preferred.
- Project management experience preferred
Knowledge, Skills and Abilities Required:
- Excellent project management skills with proven ability to deliver agreed upon objectives within expected timeframes
- Adept at coordinating multiple calendars, and in using independent judgment to prevent and/or resolve scheduling conflicts
- Skilled in working on multiple projects at once, involving administrative offices and research facilities
- Ability to anticpate and appropriately respond to urgent situations, and to take initiative on addressing low-level problems
- Ability to understand legal documents and financial budgets; execute the requirements accordingly.
- Demonstrated capabilities in building an effective team and collaborating with staff, faculty, leadership and others within a demanding environment
- Ability to write concise, logical and grammatically correct business correspondence.
- Proven track record of relating to and communicating with all levels of staff from different professional backgrounds, and of professionally interacting with members of the board.
- Ability to communicate with tact and diplomacy, and to manage and maintain confidentiality/confidential information
- Demonstrated advanced skills in using Microsoft Word and Excel, Outlook, and other common software packages
- Ability to work evenings and/or weekends as workload or events dictate