Administrative Assistant - Campus Life

Updated: 15 days ago
Location: Campus, ILLINOIS
Job Type: FullTime

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.  Perform a wide variety of tasks requiring excellent organizational, administrative, and computer skills; in-depth knowledge of general office management; and proven success at team work, collaboration, and customer service.

Essential Duties and Responsibilities:

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

  • Manage key system for campus housing

  • Prepare new resident handbooks; obtain electronic signatures; maintain resident e-files

  • Prepare payroll authorization forms and obtain electronic signatures

  • Oversee requests for emotional support animals; ensure that residents understand rights and responsibilities, and sign agreements

  • Accurately enter and process orders through purchasing system and other online sources; research discrepancies and resolve purchasing issues

  • Serve as main point of contact with all Campus Life vendors and service providers; obtain information, resolve issues with residents, track orders, oversee deliveries and installations

  • Administer resident and special-project surveys; manage process and run reports; problem solve issues as needed

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

  • Manage unit information, enter data, and run reports in housing reservation software; work with vendor to resolve issues in software

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

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

  • Maintain supplies for printers in apartments and studio building

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

  • Assist with events by purchasing supplies and coordinating housekeeping and maintenance. Also assist team during events, which may occur during evenings and weekends (approximately four to six times per year)

  • Compose, proof, research, and compile e-mails with residents, colleagues, vendors; answer general correspondence in Campus Life inbox; send move in/move out instructions; provide proof of residency letters.  Exercise the utmost discretion regarding internal and external communication

  • Coordinate and arrange meetings, special projects, 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 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

Scope:

  • No direct supervisory responsibility; indirect budget responsibility

Qualifications:

Education:

  • Associate’s degree or equivalent, with a minimum of five years of increasing responsibilities in office management / administration

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

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.


HHMI is an Equal Opportunity Employer



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.  Perform a wide variety of tasks requiring excellent organizational, administrative, and computer skills; in-depth knowledge of general office management; and proven success at team work, collaboration, and customer service.

Essential Duties and Responsibilities:

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

  • Manage key system for campus housing

  • Prepare new resident handbooks; obtain electronic signatures; maintain resident e-files

  • Prepare payroll authorization forms and obtain electronic signatures

  • Oversee requests for emotional support animals; ensure that residents understand rights and responsibilities, and sign agreements

  • Accurately enter and process orders through purchasing system and other online sources; research discrepancies and resolve purchasing issues

  • Serve as main point of contact with all Campus Life vendors and service providers; obtain information, resolve issues with residents, track orders, oversee deliveries and installations

  • Administer resident and special-project surveys; manage process and run reports; problem solve issues as needed

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

  • Manage unit information, enter data, and run reports in housing reservation software; work with vendor to resolve issues in software

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

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

  • Maintain supplies for printers in apartments and studio building

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

  • Assist with events by purchasing supplies and coordinating housekeeping and maintenance. Also assist team during events, which may occur during evenings and weekends (approximately four to six times per year)

  • Compose, proof, research, and compile e-mails with residents, colleagues, vendors; answer general correspondence in Campus Life inbox; send move in/move out instructions; provide proof of residency letters.  Exercise the utmost discretion regarding internal and external communication

  • Coordinate and arrange meetings, special projects, 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 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

Scope:

  • No direct supervisory responsibility; indirect budget responsibility

Qualifications:

Education:

  • Associate’s degree or equivalent, with a minimum of five years of increasing responsibilities in office management / administration

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

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.


HHMI is an Equal Opportunity Employer


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