• Administrative Assistant II-III

    Requisition Number 2019-1551
    Department Information Technology
  • Overview

    Benaroya Research Institute at Virginia Mason (BRI) is committed to winning the fight against autoimmune diseases such as type 1 diabetes, rheumatoid arthritis, inflammatory bowel disease and multiple sclerosis, and immune system diseases such as allergies and asthma. BRI is an internationally recognized medical research institute that accelerates discovery by tackling questions from every angle, translating immunology breakthroughs into clinical therapies and healthier patients.

    As a non-profit organization within the Virginia Mason Health System, BRI oversees all clinical research at Virginia Mason and BRI, uniquely combining the expertise of a world-renowned medical research institute with the remarkable care of a healthcare quality leader.  BRI supports Virginia Mason clinical investigators in studies across a wide variety of diseases and conditions, such as cardiology and cancer, in addition to autoimmune diseases, allergy and asthma.


    The Administrative Assistant performs a variety of administrative support duties; usually responsible for general and overall efficient operation of administrative systems for one or more program or administrative directors. 

    Responsibilities

    Administrative Assistant II

    • Experience using MS Office; create documents, spreadsheets, data entry.
    • Utilizing MS Outlook to manage calendar/schedule for the CFO and the Director of IT.
    • Scheduling/coordinating meetings, videoconferences and conference calls across organizations
    • Prepare meeting agendas and minutes.
    • Purchasing and associated processes 
    • Point of contact for a department, screening/directing telephones; greeting internal and external visitors.
    • Event planning
    • Processing expense reports
    • Miscellaneous administrative projects that may include photocopying, scanning, mailings, etc.
    • Maintaining files and record systems
    • Software license tracking
    • Contract lifecycle management
    • Management of visitors, including scheduling and travel logistics


    Administrative Assistant III

    Same as Administrative Assistant II, but includes more complex responsibilities:
    • Preparation of a variety of reports and correspondence. Must be able to accurately proofread, and format as required.
    • Coordination of travel, and lodging.
    • Review, editing, and tracking of department policies and procedures.
    • Working with the IT team to develop a new tracking system for IT assets (hardware, software, licensing, etc.)
    • Phone screening potential new hires.
    • RFP/RFI creation, delivery, and tracking.

    Requirements

    Administrative Assistant II
    Position requires excellent customer service skills, attention to detail, follow-through, and organizational skills; with the ability to multi-task and work under tight deadlines.  Proficiency in MS Office and Outlook required. 

    A background working in a scientific, biotech or medical environment and experience as an Administrative Assistant for an Information Technology team highly desirable. A minimum of 1 year related experience. 

    High school diploma or equivalent required, with some college course work preferred. 

     

    Administrative Assistant III
    Requires strong attention to detail, follow-through, and organizational skills; with the ability to multi-task and work under tight deadlines. Proficiency in MS Office and Outlook required. 

    A minimum of 3-5 years of relevant experience is required.  Bachelor’s Degree preferred; experience may be substituted for education.

    All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, citizenship, disability or protected veteran status.

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