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Administrative Assistant (Hybrid Schedule)- Kingsley Lab

Howard Hughes Medical Institute (HHMI)
United States, California, Stanford
September 20, 2022
Primary Work Address: Beckman Center, Stanford, CA, 94305-5323 Current HHMI Employees, click here to apply via your Workday account.

We are seeking an Administrative Assistant to support the lab of Dr. David Kingsley at Stanford University. Dr. Kingsley and his research group are interested in the molecular mechanisms that control evolutionary change in vertebrates. The team studies several fascinating questions, such as: what genes produce interesting differences in wild animals, what kinds of mutations occur in these genes, how predictable are evolutionary mechanisms, and how has evolution produced the distinctive physical and mental traits that make us human? Dr. Kingsley's interactive group studies these questions in diverse systems, including mice, stickleback fish, polar bears, and people. For more information about the team and their award-winning research, see

We are looking to hire an administrative assistant for a part-time position of 20 hours per week. The position offers competitive pay along with medical benefits, retirement contributions, and other benefits. Work schedule is flexible, and once fully trained, the successful candidate will be able to work a combination of both in-person and remote hours each week. This position will support the Investigator and research team by providing analytical and specialized administrative support through performance of a wide range of advanced administrative duties. Duties and tasks are complex in nature where considerable judgment, independent action, and a high degree of initiative are required in resolving issues and making recommendations.

What you'll do

  • Act as liaison between laboratory and host institution as required. Serve as liaison with administrative staff of other departments and provide information regarding laboratory activities.

  • Manage purchasing for lab supplies and equipment.

  • Communicate with variety of vendors for quotes, orders, deliveries, service contracts.

  • Assist in preparation, proofreading, and submission of protocols, grants, and manuscripts.

  • Schedule and coordinate meetings and special events.

  • Respond to inquiries and resolve issues within established policies and guidelines. Recognize when to escalate resolution to superiors.

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

  • Collect and assemble data for laboratory budget. Implement approved budgets and monitor expenditures of funds. Review monthly budget reports and help with budget projections and planning.

  • Help maintain up-to-date information on laboratory and departmental websites.

  • In addition to the duties specifically identified by this job description, the position will include other duties if and as assigned by the direct supervisor or others with supervisory authority over this position.

  • Influences short to intermediate range and limited scope activities. Contributes to and shares in the results of the lab. Errors, though potentially significant, are usually contained within control systems and thus are limited in impact.

  • Establishes goals and schedules work to meet those goals.

  • Actively contributes information and opinions to formal and informal problem-solving process.

Skills you will bring:

  • Associate degree; or an equivalent combination of education and related work experience.

  • Two to four years of increasingly responsible administrative experience. Experience working in a research environment preferred.

  • Ability to track and transmit information, draft routine correspondence and basic reports, keep accurate records of work performed.

  • Proficient in Microsoft office suite, as well as being skilled in the use of office equipment.

  • Ability to communicate effectively with diverse group of students, postdocs, university staff, and vendors.

  • Fully understand your role in the laboratory and in related units as well as understanding how the job relates to the organization.

  • 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.

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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