Temporary Administrative Assistant, SFARI

Simons Foundation | New York, New York

Background

The Simons Foundation is a private foundation established in 1994 in New York City by Jim and Marilyn Simons. With an annual grants and programs budget of $300 million, the foundation's mission is to advance the frontiers of research in mathematics and the basic sciences.

The foundation pursues its mission through its grant-making division, comprising programs in Mathematics & Physical Sciences, Life Sciences, Education & Outreach and autism research, and through its internal research division, the Flatiron Institute.

The Mathematics & Physical Sciences program supports work in mathematics, theoretical computer science and theoretical physics. The Life Sciences program works to advance basic research in life sciences, with, among other efforts, large grant programs in ocean ecology and in the origins of life.

The Simons Foundation Autism Research Initiative (SFARI) is a campaign that aims to improve the understanding, diagnosis and treatment of autism by funding innovative research of the highest quality and relevance. SFARI also supports the editorially independent autism research news site Spectrum.

In 2016, the foundation launched the Flatiron Institute (FI), a multidisciplinary institute whose mission is to advance scientific research through computational methods, including data analysis, modeling and simulation. The FI hosts scientists and collaborating expert programmers who work to create, deploy and support new state-of-the-art computational methods.

Outreach & Education supports and promotes scientific literacy in society generally. Specifically, the program supports the nonprofit Math for America and the independent science news site, Quanta Magazine. This program's Science Sandbox initiative seeks to unlock scientific thinking in all people, so that science becomes a more integral part of culture.

Job Summary

POSITION SUMMARY

Reporting to the deputy scientific director, SFARI, the Administrative Assistant will provide administrative support for the SFARI science team and Clinical Research Associates (CRA). The individual in this role will assist with work outlined below, proactively anticipating administrative needs. In addition, they will provide support as requested to the director's executive assistant and the SFARI administrative assistant.

This is a temporary opportunity expected to last three months or more. It could become a permanent position for the right candidate.

Responsibilities

ESSENTIAL FUNCTIONS/RESPONSIBILITIES

  • Serve as first point of contact for the SFARI science team: screen telephone calls, inquiries and requests, and manage or refer as appropriate.
  • Manage and maintain various calendars, including those of SFARI scientists and the general SFARI schedule. Assist eight SFARI and CRA staff members with scheduling internal and external meetings, conference calls, webinars and conferences. This involves regular correspondence with external scientists and grantees.
  • Coordinate travel and conference arrangements for members of the SFARI and CRA scientific teams. Ensure all travel needs of SFARI external guests are met by our travel vendors (ProTravel and Carey).
  • Compile monthly expense reports for eight scientific staff members using Concur expense management system.
  • Assist with meetings including polling for availability, collecting meeting materials, coordinating internal calendars and providing A/V support. Take meeting minutes and document the outcomes and action steps of key meetings.
  • Manage incoming invoices from SFARI vendors and maintain approval matrix processes.
  • Support science team members with individual grant portfolio management needs including spreadsheets and organization of documents.
  • Manage info@sfari.org email inbox.
  • Assist SFARI science writer with managing publication tracking, as well as administrative needs related to SFARI.org.
  • Assist director’s executive assistant and SFARI administrative assistant with projects as needed.

Qualifications

MINIMUM QUALIFICATIONS

Education

  • Bachelor's degree

Experience

  • At least three years of administrative experience coordinating travel and handling complex calendars for various high-level personnel
  • Excellent oral and written communication skills
  • Strong attention to detail and ability to proactively anticipate needs
  • Sound judgment and discretion
  • Ability to manage multiple and competing tasks and priorities
  • Solid experience with Microsoft Office applications and software in a Mac OS X environment
  • Strong interpersonal skills — Should be able to work well with and adapt to diverse personalities and communication styles. The SFARI team works closely together, so a collaborative spirit, flexibility and a sense of humor are also invaluable.
  • Background or experience with scientific, academic or grant-making terminology is a plus.

Requirements/Other

The Simons Foundation's Diversity Commitment

Many of the greatest ideas and discoveries come from a diverse mix of minds, backgrounds and experiences, and we are committed to cultivating an inclusive work environment. The Simons Foundation provides equal opportunities to all employees and applicants for employment without regard to race, religion, color, age, sex, national origin, sexual orientation, gender identity, genetic disposition, neurodiversity, disability, veteran status or any other protected category under federal, state and local law.

How to Apply

Please follow this link: https://simonsfoundation.wd1.myworkdayjobs.com/en-US/simonsfoundationcareers/job/160-Fifth-Avenue/Temporary-Administrative-Assistant--SFARI_R0000549

REQUIRED APPLICATION MATERIALS

  • Please submit a résumé and cover letter stating your interest in the position.
Simons Foundation

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Organization: Foundations