Administrative Assistant II 

Job Type: 

Administrative 

Employment Category: 

Full Time (40 hours/week) 

Location: 

The Rockefeller University 
New York, New York 

Job Number: 

021939-003 

Posted On: 

04/25/2014 

Reports To: 

Roderick MacKinnon, MD 
Investigator 

Job Summary: 

The Howard Hughes Medical Institute (HHMI), a leading biomedical research organization, has an opening for an Administrative Assistant to support an Investigator and research laboratory at the Rockefeller University in New York City. 

The successful candidate for this position will support the senior scientist and research staff by providing combined administrative and executive secretarial support through performance of wide range of advanced administrative duties. Candidate must have the ability to act independently to determine methods and procedures on new assignments and also perform administrative duties in areas such as drafting letters and preparing/handling budgets, government grants, scientific manuscripts and special projects. 

Principal Responsibilities: 

• Handle daily duties and activities of the investigator’s office, including phone calls, scheduling appointments and coordinating meetings, preparing travel itineraries, records, and dealing with appropriate personnel. 

• Maintain office calendar. Schedule and coordinate committee activities, conferences and special events. 

• Collect and assemble data used in preparation of laboratory budgets and grants. Implement approved budgets and monitor expenditures of funds; review monthly budget reports and investigate variances. 

• May assist in office space and facilities planning; make recommendations for changes; maintain inventory of furniture and equipment. May assist in arranging repairs on equipment. 

• Coordinate activities between investigator/lab and host institution and other outside parties. 

• Answer routine and non-routine inquiries without further consultation and respond to minor problems or complaints. 

• Perform complex document preparation assignments. Compose, proofread, research, and compile letters and/or special reports. Conduct library research. 

• Review and edit written materials such as publications or manuscripts from draft form. 

• Perform miscellaneous secretarial duties as required. 

• Maintain office and lab functions while investigator is away from the office. 

• Handle all essential matters, and relay important messages to investigators. 

• Coordinate travel arrangements and appointments for investigator while he is on the road. 

• Regularly communicate required information, draft routine correspondence and basic reports, and keep accurate records of work performed.

Preferred Qualifications: 

• Bachelor’s degree plus a minimum of 10 years administrative experience, preferably in an academic research environment. 

• Exceptional organization, problem-solving and communication skills. 

• Ability to work independently, use good judgment, meet tight deadlines, show initiative, and demonstrate flexibility. 

• Must be able to work independently and as part of a team. 

• Working knowledge of PC and/or Macintosh platforms (MS Word, Excel) preferred 

Additional Information: 

MUST include the job title in the subject line. Please include a cover letter and three references with your resume. 

To Apply: 

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

Edit Biro 
Manager, Admin. Services 
HHMI/The Rockefeller University 
1230 York Ave, Box 269 
New York, New York 10065 
Email: [log in to unmask] <mailto:[log in to unmask]> 

Application Deadline: 

Open Until Filled