Administrative Assistant - Department of Cell Biology

Van Andel Institute (VAI), a world-class biomedical research institute, located in Grand Rapids, Michigan, is dedicated to improving human health. We are pioneers in the fight against cancer, Parkinson's, and other diseases. We are committed to inspiring the next generation of scientists and educators.

The Van Andel Institute (VAI) has an opening for a full-time, on-site Administrative Assistant, reporting to and supporting seven faculty members in the Department of Cell Biology. In this role, you will support faculty members (laboratory head) and their personnel, including research scientists, technicians, postdoctoral fellows, and graduate students. This position will also work with several other departments to support the function of the entire Institute.

Upon joining VAI, you can expect to:

• Schedule and coordinate seminars, meetings, and presentations; this may include inviting attendees, preparing agendas for one-on-one meetings with faculty members, and travel arrangements for speakers/guests.
• Coordinate travel arrangements, update memberships, submit registrations, and prepare travel itineraries for faculty and/or laboratory personnel to attend conferences and meetings.
• Establish and maintain departmental filing and archiving systems; this may include maintaining manuals, records, publications, and personnel files while safeguarding their confidentiality.
• Compile data from a variety of sources; this may include the coordination, preparation, and submission of technical or scientific proposals, manuscripts, grants, annual report information, marketing materials, and other documentation or presentations.
• Answer phones, manage mail and email, prepare correspondence, coordinate multiple calendars, etc. These duties include exercising independent judgment and tact in handling requests, resolving problems, and managing confidential matters.
• Initiate the on-boarding, off-boarding, or transfer of faculty and laboratory personnel.
• Prepare monthly expense reports and track the budget for faculty members and laboratory personnel.
• Maintain appropriate levels of office supplies, equipment, work orders, etc.

This job might be for you if you: 

• Have administrative experience working in a laboratory, research, or similar environment.
• Be able to work independently and as a team member with other research administrative assistants to complete administrative tasks in support of VAI faculty.
• Have strong organizational skills, attention to detail, and a sharp focus on efficient completion of tasks.
• Be able to anticipate needs and suggest proactive measures to lessen the administrative burden on faculty members.
• Be able to communicate efficiently both verbally and in writing.
• Be able to effectively prioritize tasks to efficiently manage multiple projects and requests.
• Have a high school diploma, GED, or equivalent, plus 3-5 years of college training, or the equivalent combination of education and experience.

Expectations:

The following are the objectives we expect you to achieve within the first six months.

• 1 month – calendaring, preparing agendas
• 3 months – expense reports, tracking budget, travel arrangements
• 6 months – scheduling/coordinating seminars

Joining the Van Andel Institute team will allow you to interact with over 500 of the most passionate and impactful scientific minds in the world, all while providing you with experiences to assist you in growing your career.

Compensation and Benefits

This position is benefits-eligible. A benefits overview is available on our careers page. The hourly rate of pay you can expect in this role is based on your experience and skills.

How to Apply:

If you possess these attributes and enjoy working with motivated and driven people, we would welcome speaking with you and encourage you to apply today! 

In your application, provide the following in a single combined pdf:

• cover letter outlining your administrative support experience, future career goals, and how these factors fit with the position described
• current resume
• names and contact information of 3 professional references (we will check with you before checking references)

If you have any difficulty uploading your application or any questions, please email Megan Doerr at Megan.Doerr@vai.org.

About Van Andel Institute

Established in Grand Rapids, Michigan, in 1996 by the Van Andel family, VAI is now home to nearly 500 scientists, educators and support staff, who work with national and international collaborators to foster discovery. The Institute’s scientists study the origins of cancer, Parkinson’s and other diseases and translate their findings into breakthrough prevention and treatment strategies. Our educators develop inquiry-based approaches for K–12 education to help students and teachers prepare the next generation of problem-solvers, while our Graduate School offers a rigorous, research-intensive Ph.D. program in molecular and cellular biology.

VAI is committed to excellence through broad participation and diverse perspectives. We welcome applications from individuals of all backgrounds and experiences who share our passion for innovation and collaboration.

Van Andel Institute is an Equal Employment Opportunity (EEO) and Vietnam Era Veterans Readjustment Assistance Act (VEVRAA) Employer.   

As Van Andel Institute is a drug free employer, all prospective new employees undergo a urinalysis/drug test as part of our pre-employment process.  This is a 7-panel drug screen and it includes testing for Marijuana, Cocaine, Amphetamines, Opiates, PCP, Barbiturates, and Benzodiazepines. 

About Grand Rapids, MI  

Van Andel Institute is in downtown Grand Rapids, Michigan in the center of the Medical Mile.  A remarkable combination of a cosmopolitan atmosphere and small-town warmth, Grand Rapids is known for its philanthropic and sustainability-driven community. It’s fun affordable and family-friendly.  

Located on the banks of the Grand River, Grand Rapids offers all the big-city excitement you'd expect from a million-resident metropolis, featuring hundreds of restaurants and nightspots, theaters, museums, sports and concerts. The safe and clean downtown is surrounded by an eclectic mix of walkable neighborhoods and natural areas. The downtown area is safe and clean with an eclectic mix of walkable neighborhoods and natural areas.