Job Description

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.

Provide administrative and office support to senior-level management in addition to supporting multiple department/laboratory personnel. Provides procedural guidance to other administrative support staff and is assigned substantial special projects and/or duties.

FUNCTIONS

• Provide general management and administrative support to senior-level management and multiple department/laboratory personnel; may perform in a project leadership role and schedule and coordinate large events, which may include seminars, conferences, meetings, and presentations.
• Prepare documents, correspondence, and mailings; schedule appointments and meetings and provide assistance at such meetings; serve as department timekeeper and first responder to outside inquiries; research, gather information, and draft proposals for transactional sales agreements; reconcile accounting statements and report discrepancies; check purchases against statements; update manuals and procedures for own area; and develop and maintain spreadsheets.
• May assume responsibility for training, assigning, and checking work of other administrative staff and perform other related duties as required, including work performed at lower levels.
• May schedule and coordinate or support large events, which may include seminars, conferences, meetings, and presentations. This includes notifying attendees, preparing agendas, making meeting and travel arrangements, and so on.
• Meet large project objectives, solve difficult problems, manage time and priorities, and coordinate project input from other employees; organize and track all project resources to maximize productivity; and anticipate problems and solve them as they arise using effective problem-solving tools.
• Ability and willingness to support local events, including community events, trade shows, or service deliveries.
• Establish and maintain departmental filing and archiving systems, including maintaining manuals, records, publications, and personnel files, and safeguarding confidentiality of files and records.
• Coordinate data from a variety of sources for the preparation of drafts and final reports, including coordination, preparation, and submission of proposals, manuscripts, grants, annual report information, marketing materials, and other documentation or presentations, which may be of a technical or scientific nature.
• Complete special projects and assignments, as needed, such as maintaining appropriate levels of office supplies, equipment, expense reporting, work orders, etc.
• Maintain inventory of materials and products, as well as support online tools to monitor inventory.
• May train lower-level employees and/or guest workers.
• Perform all other duties as assigned

QUALIFICATIONS

• High school education or equivalent required, with an associate degree preferred; and 5 - 7 years of administrative support, office, or related experience required, preferably in K-12 education, with some project management experience.
• Demonstrated ability to handle moderately complex assignments under general supervision. Strong oral and written communication skills and the ability to manage multiple projects and requests under frequent interruptions and changes in priority.
• Superior organizational and analytical skills.
• General understanding of computers and software applications, with an emphasis on word processing, spreadsheet, database, e-mail, and presentation software.
• Experience in Canva a plus.

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.