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Brokerage Operations Specialist

Howard Hughes Medical Institute

Brokerage Operations Specialist

San Francisco, CA
Paid
  • Responsibilities

    ADMINISTRATIVE ASSISTANT II

    San Francisco, CA

     

    Howard Hughes Medical Institute (HHMI) is an independent, ever-evolving philanthropy that supports basic biomedical scientists and educators with the potential for transformative impact. We make long-term investments in people, not just projects, because WE BELIEVE IN THE POWER OF INDIVIDUALS TO MAKE BREAKTHROUGHS OVER TIME. HHMI scientists have radically advanced the understanding of cells, the brain, the immune system, the development of organs, and how to treat many diseases.  Founded in 1953 by aviator and industrialist Howard R. Hughes, HHMI is headquartered in Chevy Chase, Maryland, and employs more than 2,500 people across the U.S.

     

    At HHMI, you are not just an employee – you are a part of a creative and talented team with colleagues whose expertise ranges from biomedical research to investment management, from information technology to law. We encourage collaborative and results-driven working styles and offer an adaptable environment where employees can function at their highest level. As HHMI scientists continue to push boundaries in laboratories and classrooms, you can be sure that your contributions while working at HHMI are making a difference.

     

    We currently are looking for an ADMINISTRATIVE ASSISTANT II to support the lab of DR. LILY JAN AND DR. YUH-NUNG JAN at the University of California, San Francisco (UCSF) in San Francisco, CA. The Jan Lab’s research centers on the development and function of the nervous system – current interests include the mechanisms of dendrite development, sensory physiology including mechano-sensing, axon and dendrite regeneration, the function and regulation of potassium and calcium activated chloride channels, and the contribution of dendritic morphogenesis and channel modulation to the assembly and plasticity of functional neuronal circuits. More information about the lab can be found here: https://janlab.ucsf.edu/

     

    We’re targeting an organized, assertive, adaptable individual who will support the investigators and research staff by providing analytical and specialized administrative support through performance of a wide range of duties including budget preparation, monitoring, and control, grant and manuscript preparation and special projects.

     

    ESSENTIAL DUTIES AND RESPONSIBILITIES:

     

    1. Maintain office records of Institute policies and procedures and communicate changes to appropriate personnel.

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

    3. 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.

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

    5. Coordinate activities between department and host institution and other outside parties.

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

    7. 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.

    8. Perform miscellaneous secretarial duties as required.

    9. Make travel arrangements and appointments.

     

    PREFERRED QUALIFICATIONS:

     

    EDUCATION AND EXPERIENCE

    • Associate’s degree or equivalent education including courses in bookkeeping principles, accounting, and office management is required.
    • At least three years of increasingly responsible experience in office management and bookkeeping, preferably in a research/laboratory environment.

     

    KNOWLEDGE, SKILLS, AND ABILITIES

    • Knowledge of scientific terminology and familiarity with research laboratory operations are essential.
    • Excellent keyboarding and common word-processing and spreadsheet software skills, as well as being skilled in the use of calculators and other office equipment.
    • Understanding operation of basic equipment. While some activities performed are routine and repetitive, others are complex.
    • Generally experienced in job duties and in the principles and practices associated with those duties with an understanding of the underlying principles.
    • Fully understands the role in the laboratory or SOO and in related units as well as understanding how the job relates to the organization as a whole.
    • Ability to learn tasks independently and to apply experience to develop new techniques. Actively seeks opportunities to increase skills and expertise.  Remains technically and administratively current in job.
    • Ability to communicate required information, draft routine correspondence and basic reports, and keep accurate records of work performed.

     

    HHMI IS AN EQUAL OPPORTUNITY EMPLOYER.

     

     

    Required Skills Required Experience

  • Qualifications

    QUALIFICATIONS

    To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skills and/or abilities required.  Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential duties of the job.

    PHYSICAL REQUIREMENTS

    • Lift tools, machinery parts, and other objects weighing between 60-80 pounds each
    • Endure intermittent bending, crouching, pushing, pulling, stopping and reaching
    • Standing for extended period of time
    • Able to work under extreme conditions such as hot or cold temperatures, noise, dust and dirt