Administrative Assistant

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Description:

Who we are:

The Gladstone Institutes is a leading independent, not-for-profit research organization dedicated to improving human health through groundbreaking biomedical research and education. Our work spans neuroscience, cardiovascular biology, immunology, and stem cell biology, with a strong emphasis on understanding and treating disease. With approximately 600 team members, including world-renowned scientists and biomedical leaders, Gladstone fosters a collaborative and innovative environment. Located at the Mission Bay Campus in a state-of-the-art facility, we offer competitive salaries, comprehensive benefits, and the resources to empower individuals to maximize their potential and make a meaningful impact on global health.

About the Role

The Administrative Assistant (AA) will provide high-level administrative support to the Chief Scientific Strategist of the Gladstone-UCSF Institute of Genomic Immunology, including support for a wide range of institutional initiatives. The AA will also support a Gladstone faculty member (up to 50%, timing dependent on faculty recruitment).

Founded in 2020, the Gladstone-UCSF Institute of Genomic Immunology is a unique collaboration that integrates cutting-edge genomics and genome engineering technologies with immunology research to accelerate understanding and manipulation of the human immune system for therapeutic benefit. Our mission is to support groundbreaking biomedical research, and we value individuals who share our passion for improving human health.

This role directly supports the Chief Scientific Strategist with institute programming and events and serves as the administrative assistant for the CRISPR Cures for Cancer Initiative and related programs. The position also provides administrative support to the Parker Institute for Cancer Immunotherapy Center at Gladstone. Pending recruitment, the role will also include calendaring and administrative support for an institute faculty member.

The Administrative Assistant will be part of the broader Genomic Immunology administrative and operations team. Typical days can be unpredictable, so flexibility and comfort with rapidly changing priorities are essential. The ideal candidate is resourceful, independent, eager to learn, and willing to take on increasing responsibility over time.

This position is hybrid, requiring at least three days per week onsite at the Mission Bay campus in San Francisco, CA, with occasional events at the UCSF Parnassus campus.

What You Will Do

• Coordinate biweekly institute supergroup meetings, including speaker coordination, room booking, catering orders, and IT setup at both sites
• Assist with planning institute- and initiative-related events, including arranging travel (airfare, lodging, ground transportation), securing venues, ordering catering, and managing related logistics
• Schedule meetings and events for joint initiatives, including arranging space, refreshments, and transportation as needed
• Prepare, format, proofread, and organize correspondence, manuscripts, bibliographies, grants, newsletters, and other documents; accurately follow grant and fellowship application procedures and formats
• Serve as an internal liaison with Accounting, Grants, Human Resources, Development, IT, Executive Office, and Facilities/Operations
• Act as an external liaison with universities, research institutes, and government agencies, as appropriate
• Collaborate with other institute administrators to maintain email lists, rosters, and contact information and to support joint meetings and events
• Provide special project support and follow-up related to leadership meetings
• Coordinate travel arrangements, maintain accurate travel records, process reimbursements, and track expenses as needed
• Liaise with Gladstone and UCSF HR departments to support hiring of scientific staff
• Support RFA cycles by drafting correspondence and documents and tracking applications in coordination with the Program Manager
• Update websites and prepare internal digital communications under the direction of the Program Manager
• Manage key initiative and strategic contacts
• Maintain liaison with key contacts at Berkeley and Gladstone to request financial reporting
• Draft written correspondence on behalf of the Program Manager or initiative leads
• Maintain supervisor calendars and/or support the institute’s Administrative Program Manager with Director calendaring
• Provide direct faculty administrative support as needed, including scheduling, travel coordination, expense management, use of standardized grant templates, and other routine academic administrative duties
• Track and manage institute and initiative meetings, action items, and documentation
• Prepare and collect documents for grant submissions, philanthropic proposals, and stewardship activities
• Perform other duties as assigned

What You Will Need

• Detail-oriented self-starter able to work with minimal supervision
• Exceptional organizational skills and independent problem-solving ability
• Excellent grammar, editing, and written communication skills
• Strong verbal communication skills and ability to work with diverse groups
• Proven judgment, initiative, and ability to meet tight deadlines
• Strong interest in supporting scientific and biomedical research programs
• Excellent interpersonal skills, including the ability to motivate, negotiate, and collaborate with colleagues, vendors, donors, students, and others in a diverse academic environment
• Ability to work both independently and as part of a team
• High level of professionalism and consistent attention to detail
• Bachelor’s degree in a related area and/or equivalent experience or training
• 2+ years of administrative experience
• Experience working in a fast-paced environment
• Advanced proficiency in Microsoft Word, Excel, and PowerPoint (Mac OS X); willingness to learn new software as needed
• Experience with tables and document formatting preferred
• Experience planning and supporting organizational events, preferably in academic or scientific settings

What is Preferred

• Experience navigating academic environments, including university rules, regulations, and processes
• Familiarity with UC academic and staff policies and procedures or those of an equivalent institution
• Previous program development experience in a scientific or research setting

Salary Range:

$59-$69K

Gladstone Perks & Benefits

• People–work with talented, committed, and supportive teammates within an organization that values each member of its community.

• A meaningful place to grow and learn–whether it’s your professional skills or scientific knowledge, we have the resources and environment to advance either so you can better support Gladstone’s mission to drive a new era of discovery in disease-oriented science and to mentor tomorrow’s leaders in an inspiring and excellent environment.

• Healthy work/life balance–you are highly engaged and productive at work because you can have time to recharge and enjoy a vibrant life outside of work.

• Compensation–competitive salary. Title and salary will be commensurate with education and experience.

• Excellent benefits–generous medical, dental, vision, retirement plan, paid vacation, commuter benefits, access to free shuttle transportation.
   

​Gladstone is committed to providing equal employment opportunities to all employees and applicants for employment without regard to race, color, sex, religion, national origin, ancestry, age, marital status, medical condition, physical or mental disability, veteran status, sexual orientation, or any other non-job related characteristic. We make all employment decisions so as to further this principle of equal employment.