Job: Administrative Assistant and Communications Manager of the MOI LAB

Department: DPB – Plant Biology

Salary: TBD

Location: Stanford, CA

CARNEGIE INSTITUTION FOR SCIENCE

JOB TITLE: Administrative Assistant and Communications Manager of the MOI LAB

SUPERVISED BY: Staff Associate & Assistant Professor (Dr. Exposito-Alonso)

FLSA: Part-time/Non-Exempt

POSITION SUMMARY:

Provides high level administrative support to a Staff Associate in the Department of Plant Biology. Responsible for the day-to-day and long-term management of the lab and the coordination of activities with internal and external constituents. Some of the responsibilities are listed below, most of which are not done on a daily basis but occasionally need.

RESPONSIBILITIES:

  • Keep lab website updated, with help from IT, including but not limited to:
    • Posting seminars
    • Making sure HQ news releases are posted not only at the homepage but also at the appropriate lab page
    • Updating publication lists
    • Making sure that everyone is correctly listed on the website 
  • Manage seminars (both internal and external) on a rolling basis.
    • For external seminars, follow the full workflow developed during searches, including contacting seminar speakers, gathering information, preparing announcements, managing meetings with speakers, etc.
    • For internal seminars, work with scientists to generate a speaker list, manage invitations, logistics, follow-up, etc. 
    • About once a month, help generate ideas for non-science lunch topics.
    • Maintain an online system with information on all upcoming seminars and lunch topics.
    • Once in-person seminars resume, manage travel and lodging for seminar speakers, organize post seminar receptions, arrange room reservations, etc.
  • Manage financial requests, including but not limited to:
    • Purchasing routine lab and field supplies
    • Paying invoices for publications
    • Assisting with reimbursements for expenses
  • Cross-post relevant announcements to relevant channels in Slack.
  • Support incoming postdocs and students including but not limited to:
    • Helping them identify local resources 
    • Arranging travel and lodging for trips prior to their start dates
    • Helping them navigate Carnegie systems
  • Facilitate events for the lab, both virtual and in person, which may include items such as:
    • Arranging catering
    • Identifying and purchasing gifts
    • Organizing social events including happy hours and annual lab retreats
    • Supporting planning and logistics for workshops and meetings
  • Coordinate space use within the lab, including but not limited to:
    • Coordinate space / desk assignments across labs
    • Ensure that building use is consistent with protocols (e.g., signage related to PPE use, workstation spacing, etc.)
  • Other:
    • Coordinate lab contributions to Carnegie annual reports
    • Work with IT to keep mailing lists up to date

EDUCATION AND EXPERIENCE:

  • Bachelor’s degree preferred, with 3+ years of progressive responsibilities providing administrative support in a high professional work environment.
  • Ability to deal appropriately with confidential information and work independently.
  • Proficient typing skills, with high degree of accuracy to produce quality documents in an efficient and timely manner.
  • High levels of organization, reliability, trustworthiness, intelligence, communication skills, and motivation.
  • Experience in communications and outreach, media, etc.
  • Strong writing, editing, proofreading, and spelling skills.
  • Experience in managing multiple calendars, and planning meetings and travel arrangements.
  • Highly empathetic, collegial and service-oriented with strong customer service skills and ability to collaborate with a diverse group of internal and external people.
  • Above average proficiency with technology applications, including Microsoft Word, Excel, and PowerPoint; experience with Adobe Acrobat and ability to learn new technology as needed.

EMPLOYER INFORMATION: 

Employment offers are contingent upon successful completion of background checks. The Carnegie Institution for Science is an Equal Opportunity, Affirmative Action Employer. We are committed to creating a diverse, equitable and inclusive workplace where all employees can thrive. Carnegie Science does not discriminate on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factors.

ADDITIONAL INFORMATION:

The Department of Plant Biology of the Carnegie Institution for Science (formerly known as the Carnegie Institution of Washington) is a private U.S.-based non-profit endowment, located on the campus of Stanford University since 1928. Andrew Carnegie founded the Carnegie Institution of Washington in 1902 as an organization for scientific discovery to serve as a home to exceptional individuals – men and women – with imagination and extraordinary dedication capable of working at the cutting edge of their fields. Today, Carnegie scientists work in six scientific departments on the west and east coasts and at the Las Campanas Observatory in Chile. Carnegie investigators have made key discoveries in plant biology, including early experiments of local adaptation (Clausen, Keck, Hiesey), the discovery of transposable elements (McClintock), plant ecophysiology at global scales (Berry, Field), the discovery of key photosynthesis and phototropism genes (Grossman, Briggs), or The Arabidopsis Information Resource TAIR (Rhee, Somerville). The Department of Plant Biology (https://dpb.carnegiescience.edu) has state-of-the-art facilities for molecular genetic studies of plants, greenhouses and field sites, and computer resources. The lab is co-affiliated with the Carnegie Department of Global Ecology (https://dge.carnegiescience.edu), the Department of Biology at Stanford University (https://biology.stanford.edu) and with the center of Computational, Evolutionary and Human Genetics (http://cehg.stanford.edu). The ideal candidate would become an active member of this community and would strengthen collaborative connections with grad students, postdocs, and faculty members across campus.

APPLICATION DOCUMENTS & SUBMISSION:  Informal inquiries about this position can be made by emailing Moises (Moi) Exposito-Alonso at admin@moilab.science. To be formally considered, please include: (1) a cover letter, (2) CV, and (3) three referees whom I can ask for letters of recommendation.