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Administrative Assistant II - Shendure Lab

Howard Hughes Medical Institute
Seattle, Washington, US
Closing date
Jan 15, 2022

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Academic / Research
Conservation science
Genetics, Administration/Operations
Salary Type
Employment Type
Full time
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Primary Work Address: Health Science Building, Seattle, WA, 98195-7370

Current HHMI Employees, click here to apply via your Workday account.

We are currently looking for a talented, self-motivated Administrative Assistant II to join the lab of Dr. Jay Shendure at the University of Washington. The mission of the Shendure lab is to develop and apply new technologies and methods for genetics, genomics and molecular biology. Most of their work exploits next-generation DNA sequencing which is effectively emerging as a broadly enabling microscope for the measurement of biological phenomena. More information about their research can be found by visiting

As the Administrative Assistant II, you will support Dr. Shendure and the lab team with a wide range of advanced, diversified, and confidential administrative duties. Your critical thinking skills, initiative, and sound judgment based on your experience will be required to manage tasks, resolve problems, and make recommendations. These tasks may be complex and require considerable judgment, independent action and a high degree of initiative since you will be performing your work with a high level of autonomy and independence.

You are an adaptable, congenial professional who is excited to work collaboratively with a diverse group, serve as the liaison between the labs, HHMI, and UW, and manage the responsibilities of this role with a high level of attention to detail, proactiveness, warmth, and poise. The Shendure lab has flexibility to allow for a hybrid (mix of remote and in-person) work schedule.

Principal Responsibilities:

General laboratory support (50%)

  • Act as the primary point of contact for HHMI and host institution departments to answer routine and non-routine inquiries, resolve matters, respond to problems, and direct more complex issues to appropriate staff when needed.
  • Order, organize and maintain laboratory supplies and equipment.
  • Maintain multiple and complex office calendars.
  • Coordinate meetings and events.
  • Maintain and update laboratory website.
  • Plan, schedule and coordinate business travel. Reconcile and reimburse travel expenses.
  • Assist in office space and facilities planning as needed.

Document and manuscript preparation (10%)
  • Perform complex document preparation assignments, including research, writing, proofreading, and editing.
  • Prepare figures and graphics for presentations.
  • Assist Dr. Shendure with grant submissions, annual reporting and competing renewals as needed.
  • Track all related internal and external deadlines.
  • Coordinate with the Office of Sponsored Research concerning extramural funding opportunities and submissions.
  • Prepare correspondence and complex reports in a style that is appropriate to the needs of the recipient.

Project management (20%)
  • Participate in, support and prioritize a wide range of projects.
  • Initiate projects by determining tasks to be done, identifying individuals needed, coordinating meetings, and distributing data as necessary.

Information management (10%)
  • Maintain laboratory files and records per UW and HHMI policies and procedures..
  • Perform literature searches.
  • Communicate policy and procedure changes to appropriate personnel.

Budget management (5%)
  • Oversee allocation of funding and provide guidance to Dr. Shendure regarding funding support and funding transitions as required.
  • Manage HHMI on campus purchasing.

Human resource management (5%)
  • Coordinate orientation and training of new lab members
  • Coordinate postdoc appointments and visa requests as required
  • Resolve payroll issues

Preferred Qualifications:

  • Bachelor's degree or equivalent administrative experience.

  • A minimum of 4 years of increasingly responsible administrative experience is required.
  • Experience working in a higher education/university environment would be a plus.

Knowledge, Skills, and Abilities
  • Strong proficiency in Microsoft Office Suite is required.
  • Knowledge of scientific terminology and/or familiarity with research laboratory operations would be a plus.
  • Familiarity with Workday, Concur, and/or Ariba would be a plus.
  • Familiarity with HTML and website maintenance applications would be a plus.
  • Ability to perform and prioritize a variety of tasks, to learn tasks independently, to apply experience to develop new techniques, and to retain information associated with tasks.
  • Ability to meet deadlines.
  • Ability to communicate information effectively, adaptively, and diplomatically both in writing and verbally.
  • Exceptional customer service skills, a cooperative attitude, and a positive demeanor.
  • Ability to work both independently and collaboratively on a team. Builds trust and able to lead teams as necessary.
  • Excellent organizational, time management and decision-making skills.
  • Able to maintain confidentiality appropriately.
  • Strong analytical skills, good judgment, and the ability to use critical thinking.
  • Ability to manage a variety of responsibilities at once with ability to remain flexible and handle changing priorities.

Application Instructions:
Please include the following information (preferably as one PDF) as part of your application
  • A cover letter detailing your interest in the position and in the Shendure lab.
  • A list of three professional references including contact information.

Physical Requirements:

Remaining in a normal seated or standing position for extended periods of time; reaching and grasping by extending hand(s) or arm(s); dexterity to manipulate objects with fingers, for example using a keyboard; communication skills using the spoken word; ability to see and hear within normal parameters; ability to move about workspace. The position requires mobility, including the ability to move materials weighing up to several pounds (such as a laptop computer or tablet).

Persons with disabilities may be able to perform the essential duties of this position with reasonable accommodation. Requests for reasonable accommodation will be evaluated on an individual basis.

Please Note:

This job description sets forth the job's principal duties, responsibilities, and requirements; it should not be construed as an exhaustive statement, however. Unless they begin with the word "may," the Essential Duties and Responsibilities described above are "essential functions" of the job, as defined by the Americans with Disabilities Act.

HHMI is an Equal Opportunity Employer
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