Operations Administrator
$80,172–$109,470 year
On-siteSeattle, Washington, United States
Job Summary
Facilitate scientific symposia, meetings, and conferences for internal and external audiences, representing the Infectious Disease Sciences Program to domestic and international faculty and researchers. Collaboratively plan recurring meetings, seminars, and special events, managing participant engagement, invitations, marketing materials, agenda development, registration, venue logistics, and vendor coordination. Coordinate and manage Infectious Disease consult and outpatient clinic coverage for over 50 inpatient blocks and 100 outpatient clinics annually, serving as the primary contact for schedule development and communication. Maintain event management databases, monitor event budgets, and support the Senior Project Manager on programmatic calendars, special reports, and the Summer Scholars Internship Program.
Required Qualifications
- Bachelor's Degree in related field or equivalent experience
- Minimum of three years post-master's or five years post-bachelor's project coordination experience in a research setting
- Physical skills to bend, stoop, lift, climb, reach, and perform basic physical tasks in an office setting
- Ability to work irregular hours on rare occasions for symposium/conference events, including some evenings and weekends
Desired Qualifications
- Experience with Airtable or similar project management and collaboration software
- Academic, private or non-profit biomedical research setting in developing strong partnerships with faculty and other collaborators
- Previous experience in planning workshops and events (20-200 attendees)
- Basic knowledge in budget tracking, expense reporting, and procurement processes
- Collaborative Style - Believes in partnering, shares information and resources and operates cross-functionally
- Excellent verbal and written communication skills; ability to interface professionally with faculty, high-profile guest speakers, and trainees
- Ability to remain calm under pressure and maintain a customer-service mindset
- Global Sensibilities and Sensitivities - Understands the changing global environment and incorporates these into strategic thinking and actions. Respects cultural differences and capitalizes on strengths that can be realized in effective cross-cultural collaboration
- Proactive Problem-Solver - Melds analytic reasoning ability with business savvy
- Proven ability to manage timelines, complex logistics, and multiple concurrent projects with high level of productivity and organizational skills
- High Level of Accountability - Drives for results, displays a sense of ownership, and is passionate about attaining goals and surpassing expectations
- Facility with Microsoft Suite (Outlook, Word, Excel, PowerPoint, Access, Microsoft Teams), survey tools, Smartsheet, Adobe Acrobat, SharePoint and Zoom
- Ability to adapt to new software and programs as part of the position
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