Wednesday, September 25, 2013

Administrative Assistant

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Administrative Assistant

Job Summary:

An exciting opportunity is available for an Administrative Assistant with strong financial and analytical skills to provide specialized support for the Investigator and research staff in one of HHMI’s laboratories located at The University of Texas Southwestern Medical Center in Dallas, TX. The Administrative Assistant performs a wide range of advanced administrative duties following the policies and procedures of HHMI and UT Southwestern, and functions as a member of the administrative staff of the Dept. of Neuroscience. Responsibilities include developing and monitoring budgets, preparing financial projections, and compiling financial reports; supporting lab operations; coordinating Human Resources actions; preparing grant proposals and progress reports; scheduling; making travel arrangements; maintaining records; and coordinating departmental projects. The Administrative Assistant works under limited day-to-day supervision and is largely self-directed in setting and achieving work goals

Principal Responsibilities:

  • Assemble information on lab requirements and estimated costs and develop laboratory budgets.

  • Coordinate implementation of Investigator's designation of funding sources for staff salary expenses.

  • Evaluate proposed expenditures for conformance with approved budgets.

  • Monitor status of research accounts associated with various funding sources and investigate variances from budgeted amounts.

  • Prepare detailed financial projections and develop consolidated financial reports.

  • Monitor laboratory procurement functions; compile information and submit requests for equipment service contracts and repair orders.

  • Monitor lab's utilization of core services and animal care facilities and designate funding sources for specific service expenses.

  • Prepare and submit payment requests and expense reimbursement requests, providing follow-up and problem resolution as needed.

  • Coordinate initiation and follow-up of required actions with the HHMI Office of Administrative Services and the Department Administrator regarding recruitment and hiring of laboratory staff, visa administration, maintenance of leave records, and separation from employment.

  • Compile information and prepare complex documents for grant proposals, reports, and departmental projects as directed.

  • Provide general support for laboratory functions, e.g., maintain licenses, coordinate repair and maintenance of facilities, and request execution of Material Transfer Agreements.

  • Prepare and submit standard reports of laboratory activity, such as time and effort reports.

  • Provide liaison with the HHMI Office of Administrative Services and UT Southwestern offices of facilities management, financial services, grant administration, and technology development.

  • Maintain office calendars, coordinate travel arrangements, and assist Investigator with daily scheduling.

  • Schedule and coordinate visits by invited guests, meetings, committee activities, conferences, and special events.

  • Maintain office records and documentation of policies and procedures.

  • Coordinate departmental projects and perform other administrative duties as assigned.

Preferred Qualifications:

  • Bachelor's degree in Accounting and/or Business Administration

  • Three years of administrative assistance with budgets and reconciling project accounts

  • Administrative assistance in a Medical, Scientific, or non-profit environment

  • Knowledge of Peoplesoft software

Additional Information:

Please include a cover letter with your resume. Please include the job title in the subject line.

To Apply:

To apply for this position, please email your resume to:

Marianne Miller

Manager, Admin. Services


Application Deadline:

Open Until Filled

HHMI is an Equal Opportunity Employer


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