Administrative Assistant – Virology

The Organization

As an independent research organization, the Morgridge Institute for Research explores uncharted scientific territory to discover tomorrow’s cures. In affiliation with the University of Wisconsin-Madison, we support researchers who take a fearless approach to advancing human health in emerging fields such as virology, advanced multi-scale fluorescence and electron microscopy, metabolism and regenerative biology. Through public programming, we work to inspire scientific curiosity in everyday life.

The Opportunity

The Virology Administrative Assistant provides advanced organizational and administrative support to the Director of the John and Jeanne Rowe Center for Research in Virology and two additional faculty level Virology Investigators.  This includes interfacing with many on and off campus partners, supporting diverse administration activities, assisting in managing laboratory operations, and other varied tasks as needed.  The successful candidate will be a self-starter who has good interaction skills, is detail oriented and enjoys learning and new challenges.

Primary Responsibilities:

• Represent the Virology research area and its leader with professional, proactive communication to internal and external stakeholders.
• Serve as a liaison between the Director, laboratory staff, and Morgridge Institute financial group, human resources office, communications and development teams, etc.
• Support the Director’s related leadership, administration and research roles with partners such as the UW Carbone Cancer Center, UW Institute for Molecular Virology, etc.
• Assist the Director and other Virology Investigators with travel plans, editorial responsibilities, letters of recommendation, and other varied duties.
• With Human Resources, spearhead recruiting and onboarding of new area staff, including organizing searches and interviews, helping new staff members with documentation, building access, etc. Also, help departing staff in completing an exit checklist and follow-up.
• Assist with maintaining websites of the Rowe Center and its individual laboratories.
• Organize and prepare itineraries for invited speakers and guests.
• Coordinate room logistics for all meetings. Ensure that all meetings have the appropriate presentation material, and that A/V requirements and any food needs have been fulfilled. As appropriate, follow up meetings with meeting notes/summaries to attendees.
• Assist with grant applications for federal and non-federal funding including assisting with compiling materials from key personnel and outside entities.
• Supervise ordering of laboratory supplies and equipment. Manage inventories of common lab supplies and track items received through the internal procurement system. Coordinate materials with scientific collaborators at UW and other institutes.
• Organize maintenance of laboratory equipment including managing service contracts and contacting vendors for repair and instrument service. Ensure services have been completed and follow-up as needed.
• Be responsible for monthly expense reports, reimbursements, credit card statements, follow-up on inquiries, and other financial administration.
• Assist with effort reporting/certification, annual reports, other required grant/contract materials, and correspondence with funding agencies to ensure all deadlines are met.
• Assist with and monitor renewals of safety protocols and materials transfer agreements.
• Assist laboratory staff with shipping materials to collaborators and others.
• Other responsibilities as assigned by supervisor or laboratory needs.

Qualifications

The ideal candidate will have an associate’s degree and a minimum of 5 years of previous experience in an administrative role; a bachelor’s degree is preferred.

• We require the ability to exercise sound judgment and flexibility while working with initiative and independence within a collaborative team environment, along with proficiency with a variety of computer software applications (Word, Excel, PowerPoint, Outlook, Endnote, etc.).
• Excellent oral and written communication skills, advanced organizational skills and a high level of accuracy and attention to detail in composing, typing and proofing materials is essential.
• Applicants must have the demonstrated ability to develop, manage and execute wide variety of projects, manage multiple assignments and meet deadlines and demonstrate the ability to maintain a high level of confidentiality.
• The ability to collaborate with a team and to demonstrate use of respect and dignity in decisions, communications, and actions are also required.