Administrative Coordinator III - Careers at Allen Institute (2024)

Administrative Coordinator III – Global Partnerships & Philanthropy

The mission of the Allen Institute is to unlock the complexities of bioscience and advance our knowledge to improve human health. Using an open science, multi-scale, team-oriented approach, the Allen Institute focuses on accelerating foundational research, developing standards and models, and cultivating new ideas to make a broad, transformational impact on science.

The mission of the Allen Institute Administration team is to provide support and structure to the scientific divisions. Coinciding with the team science approach, administration helps facilitate team learning and the overall mission of the institute.

The Administrative Coordinator will report and provide support to the Associate Director, Philanthropy & Events, by coordinating schedules and activities, supporting administrative needs, and serving as a key point of contact for the Institute. The Administrative Coordinator will also support the implementation, management, and evaluation of projects, programs, and events within the Global Partnership & Philanthropy portfolio.

This individual requires exceptional communication skills with senior level professionals both internally and externally. This individual is an essential member of the team and is expected to work independently and proactively, contributing collaboratively within a complex organization.

This role will involve working with a broad set of stakeholders including leaders and team members across all Allen Institute business units, both scientific and administrative. The ability to anticipate needs and contribute wherever needed is critical.

The Allen Institute believes that team science significantly benefits from the participation of diverse voices, experiences, and backgrounds. High-quality science can only be produced when it includes different perspectives. We are committed to increasing diversity across every team and encourage people from all backgrounds to apply for this role.

Essential Functions

• Schedule and manage internal and external meetings, as well as videoconferences and teleconferences, including coordination of all event logistics and details such as itineraries, meeting materials, facilities set-ups, catering, and travel arrangements
• Manage and maintain complex calendars in a dynamic environment, requiring frequent reprioritization and shifting of appointments and coordinating day-to-day activities to ensure effective management of schedule
• Keep relevant team members apprised of calendar, action items, agenda preparation and coordination
• Create, maintain, and disseminate program and project deliverables, timelines, data requirements, evaluation measures, and other program-related matters using best practices and tools
• Submit, track and coordinate follow-ups for the following tasks within various internal systems:
  • Contract agreements
  • Purchase orders, expenses, and invoices
  • Travel arrangements and expenses
• Create and maintain presentations, spreadsheets, and administrative standard procedures
• Support, organize and maintain filing system, databases, intranet site and shared network space
• Provide ongoing operational and administrative support for GPP projects and programs
• Work as a positive and collaborative team member representing GPP with other administrative assistants across science units and central administration
• Support the GPP team during special events and occasionally outside of standard working hours, including travel, as needed
• Other related duties and special projects, as assigned

Note: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This description reflects management’s assignment of essential functions; it does not proscribe or restrict the tasks that may be assigned.

Required Education and Experience

• High School Diploma or equivalent
• 1 year of administrative support experience

Preferred Education and Experience

• 2–4 years of administrative support experience at an intermediate level or higher
• 2+ years of experience supporting senior/executive leaders
• Proficient with MS Office applications, including Outlook, Word, Excel and PowerPoint. Must be able to create functional Excel/Smartsheet spreadsheets
• Ability to create complex slide decks with embedded charts in PowerPoint a plus
• Must be able to work independently and exercise good judgment to handle a variety of situations
• Strong communication skills and attention to detail
• Demonstrated ability to maintain confidentiality
• Basic business writing skills and the ability to draft written communications
• Experience managing virtual meetings
• Ability to learn new technologies
• Excellent interpersonal and time management skills
• Demonstrated ability to improve processes
• Experience coordinating/managing projects
• Prior experience in a research or health sciences environment
• Able to act in accordance with Allen Institute values as outlined in the Code of Conduct

Physical Demands

• Sitting, standing and/or walking for up to 8 hours per day
• Fine motor movements in fingers/hands to operate computers and other office equipment

Position Type/Expected Hours of Work

• Occasional evening and weekend hours as needed
• This role is currently working onsite and is expected to work onsite for the majority of working hours. The primary work location for this role is 615 Westlake Ave N., with the flexibility to work remotely on a limited basis.

Travel

• Occasional regional and national travel as needed

Additional Comments

• *Please note, this opportunity does not sponsor work visas*
• **Please note, this opportunity does not offer relocation assistance**

Annualized Salary Range

$55,100 - $73,450*

* Final salary depends on the required education for the role, experience, level of skills relevant to the role, and work location, where applicable.

Benefits

Employees (and their families) are eligible to enroll in benefits per eligibility rules outlined in the Allen Institute’s Benefits Guide. These benefits include medical, dental, vision, and basic life insurance. Employees are also eligible to enroll in the Allen Institute’s 401k plan. Paid time off is also available as outlined in the Allen Institutes Benefits Guide. Details on the Allen Institute’s benefits offering are located at the following link to the Benefits Guide: https://alleninstitute.org/careers/benefits.

It is the policy of the Allen Institute to provide equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state or local law. In addition, the Allen Institute will provide reasonable accommodations for qualified individuals with disabilities