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We are currently looking for an Administrative Assistant II to support Dr. Eric Gouaux and his lab at Oregon Health & Science University (OHSU) in Portland, OR. The Gouaux lab seeks to understand the molecular basis for signal transduction at chemical synapses in the central nervous system and at sites of mechanical-electrical transduction (MET) in hair cells of the inner ear. Their work provides fundamental insight into brain function — signaling at synapses — and hearing — the transduction of sound into a nerve impulse. More information about the Gouaux lab can be found here: https://www.ohsu.edu/gouaux-lab
The ideal candidate will be an adaptable, diligent professional who is excited to work in a fast-paced, collaborative, interactive laboratory environment, is looking for a long-term career fit with the opportunity to learn about grant writing and support, has exceptionally strong writing, editing, and proofreading skills, and can build positive, professional relationships with a wide variety of people. This role will be a vital position that will assist with onboarding new hires, including aiding with getting settled in Portland and at OHSU, connecting them with OHSU’s human resources department, directing them to required training and compliance in OHSU systems, and arranging for reimbursement of moving expenses. This candidate will also be the lead for coordinating lab meetings, journal clubs, lab events, and celebrations. We are open and flexible to hire someone either part time 20 hours to a full time 40 hour work schedule with possibility of hybrid working 1 day a week remotely.

What we provide:

• A comprehensive compensation package, with comprehensive health and welfare benefits.

• Ability to flex the schedule, with options for splitting time between home office and the lab.

• Options to enhance training and education via courses and one-on-one mentorship.

• A welcoming, diverse, and supportive laboratory environment.

What you’ll do:

• Provide reliable and detailed editing and proofreading of publications, grant applications, and correspondence. Prepare materials for non-PI grants and fellowships in which PI is participating.

• Assist with composing recommendation letters and other professional letters for Dr. Gouaux.

• Facilitate postdoctoral associates and graduate students with NIH and private foundation fellowship applications.

• Provide general administrative support to lab members including scheduling rooms for talks, assisting with scheduling equipment repairs and installations, and obtaining quotes.

• Collaborate with Dr. Gouaux and lab members with booking lab or conference-related travel as needed and submitting reimbursement requests through iExpense (for OHSU) or Concur (for HHMI).

• Support with preparation and submission of the lab’s animal care and biosafety protocols through OHSU systems and handle lab members’ compliance with protocol regulations.

• Partner with lab manager for equipment inventory, warranties, maintenance agreements and repairs, and other operational duties as needed.

• Oversee computers, printers, and software licenses in the lab, maintaining stocks of toner, performing basic maintenance, and troubleshooting issues as needed.

• Run inventory and general upkeep of the lab’s break room.

What you bring:

• Bachelor’s degree or an equivalent combination of education and experience is preferred.

• Demonstrated experience in increasingly responsible administrative support and office management is preferred.

• Experience serving in an administrative role in a laboratory or other science, or research-focused environment would be a plus.

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) is required. While familiarity with Adobe Acrobat Pro, Concur, and/or iExpense would be a plus.

• Exceptional time management and organizational skills while maintaining a high level of attention to detail and accuracy.

• Ability to remain calm and flexible under pressure and prioritize effectively to meet deadlines.

• Ability to maintain confidentiality and operate with discretion when handling sensitive information.

• Ability to draft routine correspondence and reports and keep comprehensive records.

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.

Compensation and Benefits

Our employees are compensated from a total rewards perspective in many ways for their contributions to our mission, including competitive pay, exceptional health benefits, retirement plans, time off, and a range of recognition and wellness programs. Visit our Benefits at HHMI site to learn more. 

HHMI is an Equal Opportunity Employer