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Administrative Assistant - Campus Life

Howard Hughes Medical Institute (HHMI)
United States, Maryland, Chevy Chase
4000 Jones Bridge Road (Show on map)
September 29, 2022
Primary Work Address: 19700 Helix Drive, Ashburn, VA, 20147 Current HHMI Employees, click here to apply via your Workday account.

Janelia Research Campus is a pioneering research center in Ashburn, Virginia, where scientists pursue fundamental questions in neuroscience and imaging. The Howard Hughes Medical Institute (HHMI) launched Janelia in 2006, establishing an intellectually distinctive environment for scientists to do creative, collaborative, hands-on work. Our integrated teams of biologists, computational scientists, and tool-builders pursue a small number of scientific questions with potential for transformative impact. We share our methods, results, and tools with the scientific community. It is a uniquely innovative and collaborative atmosphere that reflects HHMI's reputation for excellence.

Summary:

Provide broad administrative support for Campus Life team, focusing on campus housing and residential life. Perform a wide variety of tasks requiring excellent organizational, administrative, and computer skills; in-depth knowledge of general office management; and proven success at teamwork, collaboration, and customer service.

Essential Duties and Responsibilities:

  • Maintain electronic resident and departmental files

  • Prepare new resident handbooks, payroll authorization forms, and other resident agreements; obtain electronic signatures

  • Prepare welcome baskets, move-in packets, and keys for new residents

  • Maintain resident email distribution lists

  • Maintain apartment callboxes

  • Collect check payments and send to HHMI HQ

  • Run monthly chargeback reports, receive approvals, and send to Finance

  • Assist residents with maintenance and housekeeping requests; issues related to cable TV and internet service; J cards and parking passes

  • Notify Security to deactive J cards upon move-out; conduct J card audits as needed

  • Coordinate pest control schedule

  • Send arrival, departure, and occupant lists weekly to JLL, Aramark, Security

  • Provide proof of residency letters, invoices, and receipts to residents upon request

  • Assist in conducting annual rental market survey and other research as needed

  • Oversee reservations of common housing areas; ensure that residents understand rights and responsibilities, and sign agreements

  • Prepare, process, and update departmental documents (policies, procedures, forms, maps) both printed and online

  • Monitor supplies inventory for housing including kitchen, linen packs, and welcome baskets

  • Maintain supplies for printers in apartments and studio building

  • Assist with signage (ordering, installation) in apartments and housing village

  • Assist with events by coordinating housekeeping and maintenance. Also assist team during events, which may occur during evenings and weekends.

  • Coordinate and arrange meetings, activities, and communications

  • Collaborate with Campus Services, Facilities, Security, and other team members to deliver high level of customer service to all residents; participate in and take minutes for service team meetings

  • Perform general administrative duties such as scanning, copying, filing, and coordinating mailings

  • Suggest improvements in processes, procedures, and / or distributed information based on personal observations and feedback

  • Work collaboratively in a team, yet be self-sufficient in managing time, duties, responsibilities, and deliverables; be resourceful in finding information and solutions to issues

  • Other duties as assigned

Qualifications:

Education:

  • Bachelor's degree or equivalent, or related experience preferred

Experience:

  • Minimum of five years of administrative experience required

  • Proficient with Microsoft Office / Word / Excel / Power Point and other administrative software

  • Property management and / or hospitality experience preferred

Skills and Abilities:

  • Collaborative, cooperative, and flexible

  • Strong attention to detail

  • Ability to adjust priorities frequently depending on the needs of the department

  • Ability to communicate professionally and effectively with all levels of management and staff both inside and outside of HHMI

  • Business maturity and ability to handle sensitive information with tact and discretion

  • Excellent organizational and problem-solving skills

  • Resourceful with proven ability to plan, prioritize, and implement with limited detailed supervision

  • Strong computer skills; experience with Microsoft Word, Excel, Office

  • Ability to competently handle multiple projects, stay organized, produce accurate work, and meet specified deadlines

  • Ability to work well under pressure and manage tight deadlines and schedules

Physical Requirements:

Remaining in a normal seated or standing position for extended periods of time; reaching and grasping by extending hand(s) or arm(s); dexterity to manipulate objects with fingers, for example using a keyboard; communication skills using the spoken word; ability to see and hear within normal parameters; ability to move about workspace. The position requires mobility, including the ability to move materials weighing up to several pounds (such as a laptop computer or tablet).

Persons with disabilities may be able to perform the essential duties of this position with reasonable accommodation. Requests for reasonable accommodation will be evaluated on an individual basis.

Please Note:

This job description sets forth the job's principal duties, responsibilities, and requirements; it should not be construed as an exhaustive statement, however. Unless they begin with the word "may," the Essential Duties and Responsibilities described above are "essential functions" of the job, as defined by the Americans with Disabilities Act.

Compensation and Benefits

Our employees are compensated from a total rewards perspective in many ways for their contributions to our mission, including competitive pay, exceptional health benefits, retirement plans, time off, and a range of recognition and wellness programs. Visit our site to learn more.

HHMI is an Equal Opportunity Employer

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