Administrative Assistant to Principal Investigator (PI)

OVERALL RESPONSIBILITY

Provide comprehensive administrative assistance to Principal Investigator (PI) and support the needs of the corresponding lab in relation to administrative procedures. Serve as liaison to lab staff in administrative office/lab matters. Work in conjunction with the Administrative Lab Manager (ALM) to support overall administration of the lab.

CHARACTERISTIC DUTIES

• Maintain complex calendar for busy PI. Schedule and coordinate meetings, committee activities, conferences, and special events. Ensure appropriate communications and resources are in place, and time management conflicts avoided. Assess need for schedule revisions based on emerging urgent issues and advise accordingly.
• Plan and coordinate a variety of meetings, seminars and conferences and produces and disseminates materials, as appropriate. Place catering orders for meetings, as needed.
• Maintain and communicate daily calendars, floor meeting schedule, lab meeting schedule, etc.
• Prioritize matters that require PIs attention and assist in determining and implementing appropriate action plans.
• Serve as liaison for external and internal contacts to ensure smooth transitions between diverse aspects of PI’s schedule of research, teaching, advisory boards, and various travel commitments.
• Coordinate visitor appointments and candidate visits by making hotel arrangements, preparing and distributing appointment schedules, advertising speaker appearances, etc.
• Manage requests for letters of recommendation. Obtain due dates, submission information, and first drafts of letters from requestees. Provide drafts and due dates to PI with sufficient time for revision. Proofread penultimate drafts after PI edits have been made, transfer final version to appropriate letterhead, address and submit prior to deadlines.
• Assist ALM with collecting documents required for new academic appointments and appointment renewals.
• Maintain PI’s CV, updating as needed.
• Provide assistance to lab members with publication compliance requirements for “open access”. Follow-up as needed with collaborators to ensure open access requirements are met.
• Process expense reports for PI & lab members.
• Assist lab personnel with website maintenance (no coding or web design experience necessary).
• Exercise good judgment and common sense in prioritizing work for self and PI. Answer routine inquiries, elevating matters to ALM or PI when appropriate.
• Manage office supply, materials and equipment inventory.
• Use discretion, poise, initiative and good judgment to professionally interact with all levels of management, staff, lab members, faculty, and visitors.
• Assist with planning events, socials, picnic, lab retreats, and outings.
• Perform special projects and/or other administrative tasks as required by PI and lab manager.

QUALIFICATIONS

• Bachelor’s degree or equivalent experience and education.
• 4 - 6 years of administrative experience, preferably in a research or academic environment.
• Computer proficiency (Mac environment preferred).
• Strong organizational and time management skills.
• Professional verbal and written communication skills.
• Ability to multi-task with appropriate prioritization.
• Ability to work independently with only general direction.
• Good judgment and ability to work independently with minimal supervision.