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    Administrative Specialist - New York City, United States - Simons Foundation

    Simons Foundation
    Simons Foundation New York City, United States

    3 weeks ago

    Default job background
    Full time
    Description
    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:
    jeid-01b0c579bb97b dc6d25b51d3
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