HudsonAlpha - Operations Executive Assistant

4 weeks ago

Huntsville, United States HudsonAlpha Institute for Biotechnology Full time
Job DescriptionJob Description

INSTITUTE OVERVIEW

The HudsonAlpha Institute for Biotechnology (www.hudsonalpha.org) is a non-profit organization with the mission to use biotechnology and basic biological research to make important discoveries, improve human health, stimulate economic development, inspire young people to seek careers in science and teach members of the public the importance of science in their everyday lives. Located in Cummings Research Park in Huntsville, Alabama, one of the world's leading science and technology parks, HudsonAlpha's campus contains state-of-the-art laboratories for biological research and development, as well as education, in the areas of genomics, genetics and personalized medicine.

POSITION SUMMARY


The Operations Executive Assistant position is responsible for performing a variety of administrative support tasks and duties required in supporting the Senior Director of Operations and management of the Operations Department.

MAJOR DUTIES AND RESPONSIBILITIES

  • Coordinate departmental budget preparation, tracking, and reporting
  • Answers phone calls for appropriate parties, takes messages, or transfers calls as appropriate.
  • Serves as point of contact for operations department vendors/contractors and prepares and reviews reports, memos, letters, and reviews invoices and other financial statements
  • Performs research, compiles data, and prepares papers for consideration and presentation by executives, committees and boards of directors.
  • Attends meetings as required and records the minutes.
  • Hosts visitors and sees to their needs.
  • Processes lease agreements and maintains various lease-related files.
  • Receives and analyzes incoming memos, submissions, and reports to determine their significance and plan their distribution.
  • Performs general office duties, such as ordering supplies, maintains records, manages database systems, processes purchase requisitions, and performs basic bookkeeping work.
  • Files and retrieves corporate documents, records, and reports.
  • Maintains communication and distribution lists for tenants and Operations' vendors.
  • Maintains vendor/service agreements, approves work completions, and reports status.
  • Makes travel arrangements for the Operations department.
  • Maintains timely and accurate data entry for Operations' work order system.
  • Maintains the Operations address book and calendar.

MINIMUM QUALIFICATIONS

  • B.S. Degree in a related field and/or national IAAP Certification, preferred
  • At least five (5) years of related experience showing progressive growth
  • Proficient computing skills
    • macOS experience, preferred
    • Experience with Costpoint, Slack, Zoom, Google Workspace, preferred
  • Notary, preferred
  • Detail oriented; high data entry accuracy
  • Professional appearance and demeanor
  • Excellent written and verbal communication skills
  • Exceptional discretion in dealing with sensitive information
  • Must be a self-starter and have ability to prioritize competing tasks
  • Team player that can also work independently

PHYSICAL DEMANDS/ENVIRONMENTAL FACTORS/MENTAL FUNCTIONS

ADA Requirements - The physical demands, work environment factors, and mental functions described below are representative of those that must be met by an employee to successfully perform the essential function of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Disclaimer - All job requirements are subject to possible revision to reflect changes in the position requirements or to reasonably accommodate individuals with disabilities. Some requirements may exclude individuals who pose a threat or risk to the health and safety of themselves or other employees. This job description in no way states or implies that these are the only duties which will be required in this position. Employees will be required to follow other job-related duties as requested by their supervisor/manager (within guidelines and compliance with Federal and State Laws). Continued employment remains on an "at-will" basis.

Physical Demands

    • Must be able to remain in a stationary position (sit or stand) for prolonged periods (50% of the time)
    • Constant moving during hosted events
    • Must be able to transport materials. This includes lifting and moving up to 25 pounds of material
    • Frequent operation of common office equipment (e.g. computers, mobile devices, calculators, copiers, scanners).
    • Frequently move around HudsonAlpha campus to monitor guests of HudsonAlpha.
    • Frequent communication with guests of HudsonAlpha in an auditorium, atrium, or classroom/laboratory.
    • Vision abilities - close vision, distance vision, and ability to adjust/focus.

Environmental Factors

  • Moderate noise level (i.e. business office with computers, phone, and printers, light traffic).
  • Workspace is generally an indoor office setting and in other common spaces throughout HudsonAlpha with controlled temperature conditions.
  • Occasional exposure to outdoor environment during portions of the workday including extreme cold or hot temperatures, or inclement weather conditions.

Mental Functions

  • Maintain emotional control under stress.
  • Ability to understand complex problems and to collaborate and explore alternative solutions
  • Communicate effectively, both orally and in writing, in the English language.


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