Provides advanced administrative support to faculty and research lab staff, including calendar management, travel coordination, and expense reporting. Acts as a liaison between research staff and administrative departments to assist with grant submissions, manuscript preparation, and general lab operations.
Requirements summary
Requires a high school diploma or GED and at least 2 years of relevant administrative experience. Candidates must possess strong organizational skills, proficiency in office software, and the ability to work effectively in a fast-paced research environment.
high schoolbachelor degreeOrganizational skillsInterpersonal skillsSpreadsheetsTime managementDatabase managementData entryAdministrative supportPubMedTechnical supportBudget monitoringCalendar managementTravel coordinationExpense reportingPresentation softwareManuscript submissionGrant submission support
Job description
Join an amazing administrative team!
Working under limited supervision, incumbents in this position use advanced administrative concepts, practices and procedures to support faculty and their research lab staff.
Gathers, organizes, stores and supplies information; maintains files; schedules appointments, arranges meetings and special events; produces correspondence and documents.
Acts as a liaison between assigned Staff and the Scientific Director's Office, Office of Sponsored Research Administration and other administrative areas of the institution, as well as applicable administrative areas of external organizations often serve as the first point of contact for visitors, collaborators, and job candidates.
The Research Administrative Assistant (RAA) is distinguished by the degree of autonomy and professionalism expected, as well as the specialized knowledge and skills required to successfully support grant-funded research.
Key Responsibilities & Essential Functions Provides advanced administrative support to assigned Faculty and their lab groups including, but not limited to calendar maintenance, internal and external meeting arrangements, all aspects of domestic travel arranging and coordination of international travel, faculty and staff expense reports, electronic and paper file maintenance; assists with on-boarding and off-boarding of employees and timekeeping for research staff Maintains calendars and appointment schedules. produces agendas and facilitates and coordinates special events and meetings that may include internal and external participants.
Make travel arrangements for invited guests, prepare meeting agendas, and coordinate in-town transportation.
Liaises with the Office of Sponsored Research Administration and Research Program Development to assist with documents for grant submissions including faculty and research staff bio sketches/CV, letters of support, documents for compliance reporting, progress reports, and others as required by the granting agency.
Assists faculty with submission of manuscripts including providing bibliographic reference material, help with graphics and submission to PubMed for NIH required PMCIDs.
Works to develop mastery in and performs specialized duties/coordination functions including, but not limited to, support of Seminar Committee, Interest Groups, and research data entry such as PubMed Assists labs in ordering supplies; facilitates purchase orders.
Provides general computer, fax, printer, scanning, copier, Zoom, and software support to faculty and their staff.
Works closely with IT to solve technical issues and order replacement supplies.
May provide support and assistance in lab budgets; may monitor expenditure for supplies and other administrative expenses to ensure conformance with budget.
Other duties as assigned.
Knowledge, Skills, and Abilities High School Diploma and 2 years relevant administrative experience.
A BA is preferred but not required.
A familiarity with basic science is preferred but not required.
Must have successful working experience using multiple technical applications including word processing, database management, spreadsheets, presentation software, email and other office technologies.
Demonstrated ability to learn new applications as required.
Excellent organizational and time management skills and demonstrated ability to manage details accurately.
Must be effective at managing multiple tasks and multiple priorities.
Strong interpersonal skills to work cooperatively with a large team in a high-profile environment requiring discretion, judgment, tact, and diplomacy in interactions with a wide variety of people and personalities.
Ability to communicate effectively in writing and verbally, to clearly exchange information with people representing a wide diversity of disciplines and levels of sophistication.
Ability to take independent initiative and exercise good judgment in decision making under minimal supervision.
Ability to anticipate needs of those to whom support is provided and supply needed services and materials in such a way as to maximize their efficiency and productivity.
Ability to work in a fast-paced environment, handle multiple projects, and meet short deadlines.
Education Required: High School Diploma or GED Education Preferred: Bachelor's Degree Experience Required: 2 years Experience Preferred: 4 years Pay Range (hourly): $22.04 - $28.65, pay determined by experience #CA-NL6 About JAX: The Jackson Laboratory is an independent, nonprofit biomedical research institution with a National Cancer Institute-designated Cancer Center and nearly 3,000 employees in locations across the United States (Maine, Connecticut, California), Japan and China.
Its mission is to discover precise genomic solutions for disease and empower the global biomedical community in the shared quest to improve human health.
Founded in 1929, JAX applies over nine decades of expertise in genetics to increase understanding of human disease, advancing treatments and cures for cancer, neurological and immune disorders, diabetes, aging and heart disease.
It models and interprets genomic complexity, integrates basic research with clinical application, educates current and future scientists, and provides critical data, tools and services to the global biomedical community.
For more information, please visit www.jax.org.
EEO Statement: The Jackson Laboratory provides equal employment opportunities to all employees and applicants for employment in all job classifications without regard to race, color, religion, age, mental disability, physical disability, medical condition, gender, sexual orientation, genetic information, ancestry, marital status, national origin, veteran status, and other classifications protected by applicable state and local non-discrimination laws.
Bar Harbor: The Jackson Laboratory's 43-acre scenic Bar Harbor campus is nestled between the Gulf of Maine and the mountains of Acadia National Park.
Some of the best hiking and biking in the world (over 50 square miles of mountains, lakes, views, and dramatic coastline) is accessible from our campus.
We are one mile from downtown Bar Harbor, which offers a vibrant downtown district with a plethora of restaurants, shops, museums, and galleries.
Ellsworth
The Charles E. Hewett Center in Ellsworth, Maine, is a state-of-the-art facility that serves researchers world wide. The facility represents the culmination of nine decades of unmatched experience and leadership in breeding and caring for laboratory mice. Ellsworth, Maine, is one of Maine’s fastest growing cities. With a growth rate of nearly 20%, Ellsworth is a bustling year-round community and acts as a hub for surrounding towns. It is located nearby Acadia National Park and hosts numerous special events, concerts and festivals each year. Residents have access to fabulous shopping, recreation, museums, galleries, and dining at a variety of independent restaurants.
Farmington
JAX Genomic Medicine is transforming medicine by improving patient care, lowering costs, and increasing life span and health span. JAX Genomic Medicine’s research focuses on the complex genetic causes of disease and on the development of genomic solutions tailored to each person's unique genetic makeup. JAX Genomic Medicine sits on a 17-acre site on the campus of the University of Connecticut Health Center. The 183,500-square-foot facility opened in the fall of 2014. Now, it houses over 300 biomedical researchers, technicians, and support staff in state-of-the-art computing facilities and laboratories. In Connecticut, JAX resides in the scenic town of Farmington, in the state’s capitol region. The Hartford region, which offers some of the best public schools in the country, is made up of both bigger cities and smaller, charming historic New England towns. JAX Genomic Medicine is also geographically located within 2 hours of Boston and New York and is close to multiple transportation systems, including bus lines, highways, railroads and international airports.
Sacramento
The JAX® Mice, Clinical and Research Services facility is located in Sacramento, the state capital of California. Sacramento is less than a two-hour drive from San Francisco, Napa Valley, and scenic Lake Tahoe, and a short flight to both Los Angeles and Orange County. Sacramento is the birthplace of the nation’s Farm to Fork movement, and offers excellent restaurants, gastro-pubs, wineries, theaters, and museums.
Outdoor activities are plentiful: Boating, white water rafting, and riding the scenic bicycle trails are popular. Housing and other costs of living are more affordable in Sacramento and its surrounding suburbs than in most other neighboring areas in the North Bay, making Sacramento one of the hottest housing markets in the country year after year.
Augusta
JAX’s Maine Cancer Genomics Initiative (MCGI) is located in Augusta, Maine, in the Harold Alfond Center for Cancer Care (HACCC), at Maine General Hospital.
It began operations in 2016 with three overarching goals: to provide cancer genomic testing for Maine cancer patients; to develop and deliver physician education about clinical genomic cancer diagnostics; and to build a network in Maine of oncology practices conducting studies in genomic medicine.
