Administrative Assistant - Campus Life

Primary Work Address : 19700 Helix Drive, Ashburn, VA, 20147

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Janelia Research Campus is a pioneering research center in Ashburn, Virginia, where scientists pursue fundamental questions in neuroscience and imaging.

The Howard Hughes Medical Institute (HHMI) launched Janelia in 2006, establishing an intellectually distinctive environment for scientists to do creative, collaborative, hands-on work.

Our integrated teams of biologists, computational scientists, and tool-builders pursue a small number of scientific questions with potential for transformative impact.

We share our methods, results, and tools with the scientific community. It is a uniquely innovative and collaborative atmosphere that reflects HHMI's reputation for excellence.

About the role :

In this role, you will provide broad administrative support for the Campus Life team, focusing on campus housing and residential life.

You will perform a wide variety of tasks requiring excellent organizational, administrative, and computer skills, in-depth knowledge of general office and property management, and proven success at teamwork, collaboration, and customer service.

What we provide :

A competitive compensation package, with comprehensive health and welfare benefits.

Amenities that enhance work-life balance such as on-site childcare, a free gym, on-campus housing, social and dining spaces, and convenient shuttle bus service.

A supportive team environment that promotes collaboration and knowledge sharing.

A flexible, hybrid schedule.

What you'll do :

Maintain electronic resident and departmental files

Update and maintain resident email distribution lists and apartment directories

Prepare, process, and update departmental documents (forms, maps, brochures) both printed and online

Prepare welcome baskets, move-in packets, and keys for new residents

Email residents with arrival, transfer, and departure information; answer questions

Assign mailbox numbers and parking spaces to residents; update and maintain inventory lists

Enter information into Oscar (reservation) software for move-ins

Send check-in emails to new residents and visitors

Help residents with parking passes, J cards, SO J cards; deactivate J cards at move out

Monitor supplies inventory for housing including kitchen and linen packs, welcome baskets, compost bins, and printer supplies;

notify Campus Life purchaser when supplies are needed

Manage keys for campus housing; conduct audits as needed to ensure timely returns

Give housing tours (back-up)

Participate in and record minutes from service team meetings; oversee outstanding items

Maintain paper and ink supplies in apartment printers

Provide proof of residency letters, invoices, and receipts to residents upon request

As back-up, check Campus Life inbox, respond to resident requests

Suggest improvements in processes, procedures, and / or distributed information based on personal observations and feedback

Work collaboratively in a team, yet be self-sufficient in managing time, duties, responsibilities, and deliverables; be resourceful in finding information and solutions to issues

What you bring :

Bachelor's degree or equivalent, or related experience preferred

Minimum of five years of administrative experience required

Proficient with Microsoft Office / Word / Excel / Power Point and other administrative software

Property management and / or hospitality experience preferred

Collaborative, cooperative, and flexible

Strong attention to detail

Ability to communicate professionally and effectively with all levels of management and staff both inside and outside of HHMI

Business maturity and ability to handle sensitive information with tact and discretion

Excellent organizational and problem-solving skills

Resourceful with proven ability to plan, prioritize, and implement with limited detailed supervision

Ability to competently handle multiple projects, stay organized, produce accurate work, and meet specified deadlines

Physical Requirements :

• Remaining in a normal seated or standing position for extended periods of time; reaching and grasping by extending hand(s) or arm(s);
• dexterity to manipulate objects with fingers, for example using a keyboard; communication skills using the spoken word; ability to see and hear within normal parameters;

ability to move about workspace. The position requires mobility, including the ability to move materials weighing up to several pounds (such as a laptop computer or tablet).

Persons with disabilities may be able to perform the essential duties of this position with reasonable accommodation. Requests for reasonable accommodation will be evaluated on an individual basis.

Please Note :

This job description sets forth the job's principal duties, responsibilities, and requirements; it should not be construed as an exhaustive statement, however.

Unless they begin with the word "may," the Essential Duties and Responsibilities described above are "essential functions" of the job, as defined by the Americans with Disabilities Act.

Compensation and Benefits

Our employees are compensated from a total rewards perspective in many ways for their contributions to our mission, including competitive pay, exceptional health benefits, retirement plans, time off, and a range of recognition and wellness programs.

Visit our Benefits at HHMI site to learn more.

Compensation Range

$26.07 (minimum) - $32.59 (midpoint) - $42.37 (maximum)

Pay Type : Hourly

Hourly

HHMI's salary structure is developed based on relevant job market data. HHMI considers a candidate's education, previous experiences, knowledge, skills and abilities, as well as internal equity when making job offers.

Typically, a new hire for this position in this location is compensated between the minimum and the midpoint of the salary range.

HHMI is an Equal Opportunity Employer