Executive/Educational Administrator

Administrative Novato, California


Description

POSITION SUMMARY

The Buck Institute is looking for an Executive/Educational Administrator who will work under the direction of the Chief Scientific Officer (CSO). This individual will support the executive, educational and laboratory administrative activities of the CSO. This is a hybrid position.

KEY RESPONSIBILITIES

Executive (approx. 60-70%)

  • Provide administrative support to the CSO, including responding to and drafting internal and electronic correspondence, updating databases, filing, ordering office supplies, photocopying, running errands, etc.
  • Maintain CSO’s electronic calendar and assist in scheduling appointments, entertainment, and travel. Prepare travel itineraries and reimbursement requests for CSO and lab members.
  • Coordinate lab, faculty, management and Scientific Advisory Board meetings, preparing agendas, compiling materials, taking minutes, and arranging catering.
  • Screen calls for the CSO, and other members of Senior Management, delivering messages punctually. Assist and respond to staff and external callers.
  • Proofread and format grant applications, publications, and correspondence, for CSO and lab members, ensuring they are submitted on time and professionally.
  • Prepare and process check requests, reimbursements, and purchase orders for CSO and lab members; balance credit card statements, process timesheets, and maintain organizational documents.
  • Coordinate applications and interviews for lab member positions.
  • Back-up Executive Assistant to the Chief of Staff, CEO, and other Senior Management.

Educational (approx. 30-40%)

  • Help develop, plan and coordinate internal and external educational programs at Buck, including internal research seminars, journal clubs, academic courses and classes for trainees.
  • Arrange travel for visitors participating in above events.
  • Support educational grant applications and write educational materials for CSO and other Educational personnel at Buck.
  • Coordinate with VP Academic Affairs and other educational personnel on pre- and post-graduate education, training, and outreach.

QUALIFICATIONS

Education & Experience

  • M.S. in education (preferred)
  • 3+ years’ progressively more responsible experience in educational and/or office management and administration.

Specialized Skills

  • Ability to work independently, take initiative, and demonstrate good judgment.
  • Ability to professionally and courteously communicate with a diverse group of people and personalities at all levels including Faculty, leadership staff, laboratory personnel and the public.
  • Outstanding written, verbal, organizational and administrative skills, maintaining a strict degree of confidentiality at all times.
  • Prior experience working in a scientific department at a university or research institute.
  • Knowledge of, and experience with, NIH grant applications and educational programs.
  • Excellent organizational and multitasking skills with ability to handle simultaneous projects of varying complexity in a timely manner.
  • Proven accuracy and attention to detail.
  • Demonstrated supervisory and critical-thinking skills.
  • Can work effectively in a fast-pace environment and manage multiple priorities and project timelines.
  • Highly proficient with Macintosh, MS Word, Excel, Power Point, database and graphics programs.
  • A lifelong learner who is committed to the Buck’s mission.

COMPENSATION & BENEFITS

  • Competitive $80,000 - $100,000 salary commensurate with experience.
  • Generous benefits package including health insurance, paid parental leave, sick and vacation time, and 401(k) with 5% employer match.
  • Collaborative environment – both for science and social activities.

WHY WORK AT THE BUCK INSTITUTE?

Our success will ultimately change healthcare. At the Buck, we aim to end the threat of age-related diseases for this and future generations by bringing together the most capable and passionate scientists from a broad range of disciplines to identify and impede the ways in which we age. We are an independent, non-profit institution located in Marin County, CA, with the goal of increasing human healthspan, or the healthy years of life. Globally recognized as the pioneer and leader in efforts to target aging—the number one risk factor for diseases including Alzheimer’s, Parkinson’s, cancer, macular degeneration, heart disease, and diabetes—the Buck seeks to help people live better longer. We are an equal opportunity employer and strive to create an atmosphere where diversity of identity, experience, and background are welcomed, valued, and supported. Candidates who contribute to this diversity are strongly encouraged to apply. 

TO APPLY
Interested candidates should apply online and upload a CV and cover letter including contact information for three professional references.