Administrative Assistant (Part-time)

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.

Van Andel Institute (VAI) has an opening for a part-time Administrative Assistant (15-20 hours per week ) reporting to and supporting Dr. Peter Jones in our Department of Epigenetics. In this role, you will support Dr. Jones (laboratory head) and his personnel, including research scientists, technicians, postdoctoral fellows, and graduate students. This position will also coordinate with several other departments to support the lab's function within the context of the entire Institute.

Some of the high-level responsibilities you can expect to fulfill include:

• Calendar: Manage an active and dynamic calendar of appointments and shifting schedules to serve internal and external colleagues and collaborators. Coordinate lab meeting schedule with Lab Manager.  Triage calendar as appropriate.
• Travel: Arrange complex and detailed international and domestic travel arrangements, itineraries and agendas, including logistics, flights, car, hotel and dinners. Develop a detailed travel itinerary.
• Meetings: Schedule meetings with attendees across various time zones, coordinate speaking engagements, and provide preparation materials, including attendee information and talking points.  Collect, prepare, and analyze briefing and background materials for meetings and follow up on any details related to these meetings.
• Phone Calls: Answer and triage calls, screen and communicate messages accurately and handle any requests personally, whenever possible.
• Daily Stand-up Meeting: Daily, communicate the progress of the calendar, tasks, meetings, and travel arrangements. 
• Writing/Editing: Assist with letters of support, recommendations, nominations, abstracts, papers, and reporting for external advisory boards and committees. Ensure confidential documents and communications are handled effectively.
• Reporting and Budgeting: Manage expenses and reporting for reimbursements from VAI for travel, dinners, etc. Track honorariums as applicable. VAI currently utilizes Concur.

You should possess the following skills, characteristics and traits:

• High School education with at least 3-5 years of administrative support experience working in a laboratory, research, academic or similar environment.
• Software Knowledge – Word, Excel, Outlook, Grammarly, Concur, and Workday are all software programs regularly utilized in this position. Training can be provided, but prior knowledge and an aptitude for self-teaching are preferred.
• Attention to Detail – You provide excellent work on many tasks and track multiple activities with limited errors.
• Excellent Customer Service – your role is to support Dr. Peter Jones while providing support to laboratory members with varying levels of experience. It will be important for you to be friendly with all the people you work with, internally and externally.
• Self-Starter – self-motivation and excitement for the Institute’s mission are essential in this fast-paced and rewarding position.
• Concise Communicator – concise written and oral skills are key in keeping things moving forward through all daily interactions with customers and vendors.
• Dependability – this is an on-site position that requires a set Monday – Friday schedule with consistent set working hours to be developed in cooperation with Dr. Peter Jones.
• Confidentiality – the ability to respect both casual and legal confidential information.
• Passion for supporting scientists and scientific research.

To be a successful member of our team, we will measure you in the following areas:

• Attitude of Collaboration
• Attention to Detail
• Professionalism
• Strong technical skills

Compensation and Benefits

All part-time employees of Van Andel Institute are benefits eligible on a limited basis. A benefits overview is available on our careers page. The 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 across a small institute, we encourage you to apply today.

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

• Cover letter outlining your experience, future career goals, and why you are interested in this position and the Van Andel Institute
• Current resumé
• Names and contact information of three professional references

Please contact Megan Doerr (Megan.Doerr@vai.org) for further information or questions, or if you have any difficulty with the application process.

Note: To ensure your application is official and eligible for review, please submit it through our online system. Emailed applications are not considered official.

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.