Administrative Assistant

The Administrative Assistant is responsible for operating all aspects of the front desk/reception area in a professional manner, during the business hours of 7:30am-4:00pm, Monday through Friday. Also supports operations functions for ISB.

Essential Duties

• Answer and transfers calls on multi-line phone system
• Greets and registers visitors; manages and tracks related elements of security system, visitor sign-in system, loaner/vendor badges, visitor parking, and badge issues
• Manages all functions of multiple operations-related organizational systems (e.g., lab note book assignment, employee onboarding support, tenant contact database / Google groups) assist with related projects and process improvements
• Manages building security system, assigns badges/keys and parking permits, audit and run access badge reports
• Communicates necessary information to the Facilities team as needed (e.g., tenant requests, janitorial service for spills/rubbish, building engineer for building issues, and manage operations issues)
• Manages ISB Socials and assists with event planning, logistics, building notices, and setup and cleanup
• Updates Swipedon for new employees and deletes outgoing employees or changes for both ISB and Tenants

• Manages inventory and reordering of kitchen supplies, cleaning supplies, mailroom and general office supplies, and vending; provides support for smaller supply orders from other groups and coordinates delivery / billing accordingly; tracks, reports and analyzes costs and generates subsequent budgets; makes recommendations for future budgeting
• Assists with new employee set-up and tracking by overseeing mailboxes, coordination of digital orientation process between Reception, HR, and EH&S; coordinates nameplate orders and ongoing updates to employee orientation materials for FO

• Update operations SOPs regularly as processes change
• All other duties as assigned

Supervisory Responsibilities: None

Required Education, Skills & Experience:

• Highschool diploma or equivalent (e.g., GED)
• Demonstrated ability to independently plan and manage time and priorities
• Adaptable to changing work requirements
• Strong interpersonal skills with the ability to work effectively with diverse population and range of personalities
• Strong client service orientation
• A high degree of professional integrity

All ISB staff members are expected to have baseline technical skills and the ability to communicate effectively and appropriately over email, the intranet/forum, etc. Employees should be able to use Word, Excel, Google email & calendar, and PowerPoint at a functional level.

Preferred Qualifications:

• One (1) or more years of work experience in an office environment
• Prior experience in people-focused role (e.g., reception, customer service)
• Experience creating and/ or maintaining standard operating procedures

Physical Demands:

Position is in a typical office environment with no adverse environmental conditions expected. Frequently required to communicate with others using voice and hearing to exchange information. Frequently requires repeating motion that may include hands, wrist, or fingers (e.g. using computer keyboard). Regularly requires sitting for extended periods. Regularly required to lift and/ or more up to 10 pounds; occasionally up to 50 pounds. May occasionally require reaching with hands and arms, climbing, or balancing, stooping, kneeling, crouching, or crawling. Specific vision requirements include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus.

ISB is a D/V/EOE.

Benefits: https://isbscience.org/careers/benefits/

Pay Range: $28.37 - $45.96 (expected pay rate $28-37 - $32/hr)