Work with the ASCB

PAIR-UP Administrative Assistant

Are you looking to join an organization with a mission that supports scientific discovery? For over 60 years, ASCB member scientists have been studying the cell, the fundamental unit of life. We are an exciting, international community of biologists dedicated to advancing scientific discovery and are hiring an Administrative Assistant for ASCB’s new PAIR-UP program. The PAIR-UP program is a newly funded grant at the American Society for Cell Biology. The funding for this position is guaranteed for four years.

Position Summary

Reporting to the Director of Professional Development and grant Principal Investigator, this position will assist with the organizing, planning, preparation, and execution of all on-site, virtual, and hybrid events. They will provide all administrative support for the program. The position plans and executes the request for proposals, registration administration, faculty communication & coordination, events, and assists the grants Principal Investigator (PI) and Program Director with special projects as needed.  This position will be approximately 50% meeting planning, 50% administrative support and includes potential travel (2 times per year) to assist with on-site support during the meeting.

Essential Functions and Responsibilities

Administrative

  • Provides administrative support by calendar management
  • Create and maintain multiple participants and program databases and spreadsheets
  • Prepare and distribute document and e-mail merges
  • Assist with external meetings including travel arrangements
  • Process payments

Meetings and communication

  • Support two to four meetings per year. Serve as primary point of contact
  • Support monthly leadership and professional development meetings
  • Meeting planning and post-event reconciliation
  • Conducts vendor research and prepares cost comparison for facilities
  • Responsible for registration operations and registration tracking for events
  • Responsible for pre-meeting printing (including badges where needed), ordering of supplies, shipping, and binder composition for general on-site needs
  • Managing and updating contact lists for direct mail campaigns
  • Serve as web liaison for items to be edited and posted to the website.
  • Assist with the preparation of various meeting materials
  • Provide support for special projects and assignments
  • Other duties as assigned

Qualifications:

  • Excellent communication, organizational skills and work effectively in a team environment
  • Excellent time-management skills and the ability to manage multiple tasks and projects simultaneously, track details, and ensure timely and accurate results
  • Self-starter, demonstrates initiative, flexible, and with a can-do attitude
  • Ability to successfully interact and communicate with diverse groups and levels in an organization
  • Proficient in Microsoft Office Suite and online video conferencing platforms

Education and Experience:

  • Bachelor’s degree or a minimum of two (2) years administrative experience
  • Program and meeting experience preferred. Working with faculty at academic institutions is a plus

Benefits: 

  • 401(k)
  • Medical, Dental and Vision Insurance
  • Life insurance
  • Paid time off
  • Tuition Reimbursement
  • Remote work flexibility

 

Equal Employment Opportunity Statement

ASCB provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

Please submit all resumes to hkubrom@ascb.org