Administrative Assistant

Description

A little about us:

The Lieber Institute for Brain Development (LIBD) was established in 2010 to plot a new course in biomedical research that would change the lives of individuals affected with developmental brain disorders. We are one of the only research institutions in the world focused specifically on understanding how genes and the environment influence the way our brains develop that lead to conditions such as schizophrenia, autism, bipolar disorder and related developmental brain disorders. Through our cutting-edge research, answers are emerging and being translated into a robust pipeline of new drugs in development. And, by focusing on genes and their dynamic interplay with the environment, we are getting even closer to the “holy grail” in medical research, the discovery of strategies for primary prevention.

We are a group of dedicated, multidisciplinary and optimistic researchers, working at the cutting edge of science, utilizing state-of-the-art tools to unlock the mystery of the brain and transform the way we approach the development of new treatments, and ultimately cures. LIBD is an independent 501(c)(3) medical research institute located in the Bioscience Park on the campus of the Johns Hopkins School of Medicine and Hospital in Baltimore, MD.

Job Summary:

The Administrative Assistant is responsible for providing administrative support to the Chief of Staff and the HR Manager. This position is the first to greet visitors at the main reception desk and performs a variety of general office duties and administrative support for the administrative team. The candidate is a “people person” with strong communication, organizational and multitasking skills. The candidate will take pride in attention to detail and a positive, can-do attitude. The position reports to the Chief of Staff.

Primary Job Responsibilities:

The position responsibilities include but are not limited to the following:

Administrative 

· Greet visitors at the reception desk

· Organize professional talks, tours and visits

· Provide efficient administrative support including managing calendars, drafting correspondence, scheduling meetings and filing

· Effectively handle and screen incoming telephone calls, mail, shipments, etc.

· Make travel arrangements for Institute personnel as well as guests

· Facilitate internal and external meetings with A/V and conferencing software/equipment

· Responsible for ordering and maintaining supplies and general office duties

· Assist with the implementation of special events for the Institute

· Perform additional duties as assigned by the Chief of Staff 

HR 

· Coordinate recruiting process by working closely with hiring managers and HR. Responsibilities include posting positions, scheduling interviews, reference checking etc. 

· Greet applicants upon arrival and escort them to interviews 

· Manage electronic and in-person onboarding for new staff and students providing new employees with a welcoming and inclusive experience.

· Manage process of obtaining ID Badges including form submission and escorting new hires to the ID badge office.

· Assist with the coordination of the summer internship program 

· Prepare correspondence, maintains confidential and accurate HR files 

· Handle other routine HR activities, as needed

Business hours for this position are 8:30am – 5:00pm. Onsite 100%

Requirements

 Minimum Qualifications:

· Associate degree is required. Bachelor’s degree preferred.

· Minimum of 2 years related administrative/HR experience is required. Previous experience working in an academic or non-profit setting is desired.

Special Knowledge, Skills and Abilities:

· Strong computer skills required including Microsoft Office Suite and Docusign 

· Excellent customer service and the ability to maintain a high level of confidentiality and professionalism are required

· Must be detail oriented and able to proof and edit documents, spreadsheets, etc. 

· Excellent time management skills, strong organizational skills, the ability to deal effectively with multiple tasks simultaneously required. 

· Experience with Paylocity is a plus.

· Provide proof of COVID vaccination upon request

Physical Requirements:

- Remaining in a seated or standing position for extended periods of time; 

- Reaching and grasping to manipulate objects with fingers, for example using a keyboard; 

- Communication skills using the spoken and written word; 

- Prolonged ability to view comp