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 full-time Administrative Assistant reporting to a faculty member in the Department of Metabolism and Nutritional Programming (MNP). In this role, you will work as part of a dynamic administrative team with the goal of supporting multiple faculty members (laboratory heads) and their personnel, including research scientists, technicians, postdoctoral fellows, and graduate students. In this position, you will also work with staff from several other departments to support the function of the entire Institute.

Upon joining VAI, you can expect to:

• Provide comprehensive administrative support to up to five (5) faculty members, including scheduling and coordinating seminars, meetings, presentations, and related activities for faculty and their laboratory teams.

• Manage day-to-day office communications and coordination, including answering phones, handling mail and email, preparing correspondence, coordinating multiple calendars, and exercising sound judgment, discretion, and tact in handling requests, problem-solving, and confidential matters.

• Prepare and process monthly expense reports and monitor budgets for faculty members and laboratory personnel.

• Coordinate travel and professional activities, including making travel arrangements, preparing itineraries, submitting registrations, and maintaining professional memberships for faculty and laboratory personnel attending conferences and meetings.

• Establish, maintain, and organize departmental filing and archiving systems, including manuals, records, publications, and personnel files, while ensuring accuracy, accessibility, and confidentiality.

• Compile, coordinate, and prepare materials using data from multiple sources, including technical or scientific proposals, manuscripts, grants, annual reports, marketing materials, presentations, and other departmental documentation.

• Support departmental operations and personnel processes, including assisting with onboarding, offboarding, or transfer of faculty and laboratory personnel, and maintaining appropriate levels of office supplies, equipment, and work orders.

This job might be for you if you:

• Have administrative experience working in a laboratory, research, or similar environment.

• Be able to work independently and as a team member with other research administrative assistants to complete administrative tasks in support of VAI faculty.

• Have strong organizational skills, attention to detail, and a sharp focus on efficient completion of tasks.

• Be able to anticipate needs and suggest proactive measures to lessen the administrative burden on faculty members.

• Be able to communicate efficiently both verbally and in writing.

• Be able to effectively prioritize tasks to efficiently manage multiple projects and requests.

• Have a high school diploma or GED, and 3-5 years of administrative experience.

Expectations:

The following are what we would expect you to be able to achieve within the first 6 months.

• 1 month – calendaring, preparing agendas

• 3 months – expense reports, tracking budget, travel arrangements

• 6 months – scheduling/coordinating seminars

Joining the Van Andel Institute team will allow you to interact with over 500 of the most passionate and impactful scientific minds in the world; all while providing you experiences to assist you in growing your career.

How to Apply:

If you possess these attributes and enjoy working with motivated and driven people; we would welcome speaking with you and encourage you to apply today!

In your application, provide us the following:

• cover letter outlining your administrative support experience, future career goals, and how these factors fit with the position described

• current resume

• names and contact information of 3 professional references

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.