Administrative Assistant - Department of Metabolism and Nutritional Programming

Van Andel Institute

1d

About The Position

Van Andel Institute (VAI) has an opening for a full-time Administrative Assistant reporting to a faculty member in the Department of Metabolism and Nutritional Programming (MNP). In this role, you will work as part of a dynamic administrative team with the goal of supporting multiple faculty members (laboratory heads) and their personnel, including research scientists, technicians, postdoctoral fellows, and graduate students. In this position, you will also work with staff from several other departments to support the function of the entire Institute. Upon joining VAI, you can expect to: Provide comprehensive administrative support to up to five (5) faculty members, including scheduling and coordinating seminars, meetings, presentations, and related activities for faculty and their laboratory teams. Manage day-to-day office communications and coordination, including answering phones, handling mail and email, preparing correspondence, coordinating multiple calendars, and exercising sound judgment, discretion, and tact in handling requests, problem-solving, and confidential matters. Prepare and process monthly expense reports and monitor budgets for faculty members and laboratory personnel. Coordinate travel and professional activities, including making travel arrangements, preparing itineraries, submitting registrations, and maintaining professional memberships for faculty and laboratory personnel attending conferences and meetings. Establish, maintain, and organize departmental filing and archiving systems, including manuals, records, publications, and personnel files, while ensuring accuracy, accessibility, and confidentiality. Compile, coordinate, and prepare materials using data from multiple sources, including technical or scientific proposals, manuscripts, grants, annual reports, marketing materials, presentations, and other departmental documentation. Support departmental operations and personnel processes, including assisting with onboarding, offboarding, or transfer of faculty and laboratory personnel, and maintaining appropriate levels of office supplies, equipment, and work orders.

Requirements

• Have administrative experience working in a laboratory, research, or similar environment.
• Be able to work independently and as a team member with other research administrative assistants to complete administrative tasks in support of VAI faculty.
• Have strong organizational skills, attention to detail, and a sharp focus on efficient completion of tasks.
• Be able to anticipate needs and suggest proactive measures to lessen the administrative burden on faculty members.
• Be able to communicate efficiently both verbally and in writing.
• Be able to effectively prioritize tasks to efficiently manage multiple projects and requests.
• Have a high school diploma or GED, and 3-5 years of administrative experience.

Responsibilities

• Provide comprehensive administrative support to up to five (5) faculty members, including scheduling and coordinating seminars, meetings, presentations, and related activities for faculty and their laboratory teams.
• Manage day-to-day office communications and coordination, including answering phones, handling mail and email, preparing correspondence, coordinating multiple calendars, and exercising sound judgment, discretion, and tact in handling requests, problem-solving, and confidential matters.
• Prepare and process monthly expense reports and monitor budgets for faculty members and laboratory personnel.
• Coordinate travel and professional activities, including making travel arrangements, preparing itineraries, submitting registrations, and maintaining professional memberships for faculty and laboratory personnel attending conferences and meetings.
• Establish, maintain, and organize departmental filing and archiving systems, including manuals, records, publications, and personnel files, while ensuring accuracy, accessibility, and confidentiality.
• Compile, coordinate, and prepare materials using data from multiple sources, including technical or scientific proposals, manuscripts, grants, annual reports, marketing materials, presentations, and other departmental documentation.
• Support departmental operations and personnel processes, including assisting with onboarding, offboarding, or transfer of faculty and laboratory personnel, and maintaining appropriate levels of office supplies, equipment, and work orders.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED