Program Assistant, Undergraduate & Graduate Programs Howard Hughes Medical Institute (Recent Grad)
The objectives are to support the preparation of future leaders in science and science education, and the education of science literate citizens. UGP initiatives include: (i) grants to colleges, universities, individual faculty members, and other organizations to support undergraduate and graduate science education; (ii) fellowships to undergraduates, graduate students, and medical students to support their development as scientists; and (iii) initiatives organized and led by HHMI staff that provide research experiences to undergraduates.
The Program Assistant will be part of the UGP group and will assist in the planning, delivery, and administration of several initiatives. The Program Assistant will exhibit enthusiasm for science, scientists, and science education. The Program Assistant will have excellent interpersonal skills enabling her/him to work effectively as a member of the team. The Program Assistant will have strong organizational skills, the ability to multi-task and prioritize effectively, and the ability to adapt and respond to change in constructive and effective manner.
Essential Duties and Responsibilities:
Exhibits high levels of self-motivation, organization, attention to detail and accuracy, and the willingness to learn;
Provides accurate and timely support including document preparation, review and distribution, and data entry;
Helps with planning, producing materials, implementing, and providing on-site support for meetings and conferences;
Effectively works with persons in other HHMI departments, including Conference Services, Travel, Accounts Payable/Payroll, Information Technology, Human Resources, and Communications.
Assists in document organization, maintenance and storage of documents and other information, and internal electronic databases.
Assists in responding to inquiries from prospective program applicants, grantees and fellows, and Institution personnel;
Makes payments to grantees and fellows through HHMI’s electronic vendor payment system, and processes travel and expense reimbursements; and
Provides additional support of UGP activities, as requested.
Excellent interpersonal skills with a style that encourages open expressions of ideas and opinions;
Proficient in computer-based applications, including spreadsheets, the internet, and desktop publishing;
Excellent communication skills, including verbal and written;
Collaborative and flexible style; interacts effectively with a wide range of people; able to work independently as part of the team;
Ably sets priorities, simultaneously handles several tasks, produces accurate work in a timely fashion; and
Handles sensitive information with absolute confidentiality.
Proficiency in computer-based applications, including Microsoft Office, internet, calendar, desktop publishing and conference call/video capabilities
Bachelor's degree or equivalent experience
Minimum three years of administrative experience in related field