Administrative Specialist

Administrative Specialist

POSITION SUMMARY

The Administrative Specialist will work closely with the Vice
President (VP) of Informatics and the Senior Director of Cohorts
and Biorepositories to support the needs of both the Informatics
team and the SFARI Data and Biospecimen Repository (SDBR) team
within the Autism and Neuroscience Division. The Administrative
Specialist must be able to proactively anticipate the needs of the
teams they will support, be comfortable working in a collaborative
fast-paced environment and be accountable to multiple stakeholders.
The Administrative Specialist reports to the Senior Director of
Finance and Administration, SFARI, Neuroscience and Informatics,
and will divide their time approximately evenly supporting the
activities of the Informatics and SDBR teams.

ESSENTIAL FUNCTIONS/RESPONSIBILITIES

• Take proactive responsibility for the coordination of
work-related activities for VP of Informatics. Be knowledgeable
about activities to ensure that the VP’s calendar is effectively
maintained, that appointments are appropriately scheduled and that
travel and conference arrangements are properly made.
• Act as the first point of contact for the VP of Informatics,
including preparing and responding to routine correspondence,
screening telephone calls, fielding inquiries and requests, and
responding to or referring as appropriate.
• Attend meetings and take meeting minutes, documenting the
outcomes and action items/next steps.
• Assist with organizing meetings, ensuring that the VP is prepared
with required materials.
• Ensure that tasks and boards on project management software tools
are up to date and that communication within and among teams across
the Simons Foundation and Autism & Neuroscience occurs
effectively with respect to the activities of the Informatics and
SDBR teams.
• Provide administrative support for special projects and assist
with project coordination as needed at the direction of the VP of
Informatics.
• Perform various other administrative tasks, such as expense
reporting, archiving, routing documents for signature, etc.
• Be knowledgeable about activities to ensure that the SDBR Senior
Director’s calendar is effectively maintained, that appointments
are appropriately scheduled and that travel and conference
arrangements are properly made.
• Provide administrative support to the SDBR team, including
creating agendas, taking meeting minutes and support of overall
activities of the team.
• Follow-up with outstanding institutional compliance signatories
and update the compliance step-tracker, as relevant.
• Serve as the point of contact for assigned inquiries via the
Zendesk ticketing system. Escalate or follow up as needed to
resolve all inquiries in a timely manner, with assistance from the
SDBR Senior Director and Project Manager as needed.
• Foster and build good working relationships and strong networks
with a variety of people both externally and internally within the
foundation.
• Perform any other duties or tasks as assigned or required.

MINIMUM QUALIFICATIONS

Education
• Bachelor’s degree required.
• Exposure to scientific terminology is a plus.

Experience
• Minimum of 4-5 years of experience in high-level administrative
support, including project coordination.
• Minimum of 4-5 years of experience coordinating travel, handling
complex calendars for various high-level personnel, scheduling,
planning events and handling confidential information is
necessary.
• Previous work in a scientific research or academic setting is a
plus.
• Experience with helpdesk/ticketing systems

Related Skills & Other Requirements
• Sound judgment and discretion
• Punctual and reliable
• Excellent interpersonal skills with all levels of the
organization and external communities
• Excellent oral and written communication skills
• Ability to work independently
• Strong administrative and organization skills with attention to
detail and ability to balance workload under deadlines and multiple
commitments while proactively anticipating needs
• Strong experience with Microsoft Office applications,
particularly Word, Excel and PowerPoint
• Solution-focused and able to solve problems effectively
• Ability to work well with and adapt to diverse personalities and
communication styles
• Commitment to the mission of the Simons Foundation to advance
basic science and mathematics

COMPENSATION AND BENEFITS

• The full-time annual compensation range for this position is
$74,000 – $85,000, depending on experience.
• In addition to competitive salaries, the Simons Foundation
provides employees with an outstanding benefits package.

REQUIRED APPLICATION MATERIALS

• Please submit a résumé and cover letter stating your interest in
the position.

THE SIMONS FOUNDATION’S DIVERSITY COMMITMENT

Many of the greatest ideas and discoveries come from a diverse mix
of minds, backgrounds and experiences, and we are committed to
cultivating an inclusive work environment. The Simons Foundation
actively seeks a diverse applicant pool and encourages candidates
of all backgrounds to apply. We provide equal opportunities to all
employees and applicants for employment without regard to race,
religion, color, age, sex, national origin, sexual orientation,
gender identity, genetic disposition, neurodiversity, disability,
veteran status, or any other protected category under federal,
state and local law.

To Apply, visit:
https://simonsfoundation.wd1.myworkdayjobs.com/en-US/simonsfoundationcareers/details/Administrative-Specialist_R0001606

jeid-01b0c579bb97b64696486dc6d25b51d3