Office Associate, Senior - Molecular Biology

JOB TITLE:   

Office Associate, Senior

JOB PURPOSE:

As an Office Associate, Senior in the Department of Molecular Biology, you will play a pivotal role in supporting the unit’s teaching and research missions. This is a unique opportunity to work closely with friendly faculty, staff, and students, to ensure the smooth operation of critical administrative functions. If you are a proactive, detail-oriented, and organized professional with a passion for facilitating academic excellence, we invite you to be a part of our team!

ESSENTIAL DUTIES AND RESPONSIBILITIES:

As an Office Associate, Senior you will be responsible for a wide range of duties that directly contribute to the continued success of our department. Key responsibilities include: 

• Research Support: Assist faculty members and researchers in organizing conferences, seminars, workshops, and research-related events. Coordinate travel arrangements, manage event logistics, and facilitate communication with participants. 
• Academic Support: Assist students with registration and documentation. Manage scheduling of classrooms for MOLB faculty, and coordinate collection and compilation of course evaluations. Curriculum.  
• Administrative Coordination: Manage complex calendars, schedule meetings, and coordinate appointments for department leadership. Prepare and distribute agendas, take meeting minutes, and facilitate effective communication within the department. 
• Documentation and Reporting: Maintain accurate records of department activities, including. 
• Communication: Serve as a liaison between department members, faculty, students, and external partners. Handle inquiries, emails, and phone calls with professionalism and discretion. 
• Data Management: Organize and maintain databases, records, and electronic filing systems. Ensure the confidentiality and integrity of sensitive information. 
• Resource Allocation: Assist in managing department resources, including office supplies, equipment, and research materials. Coordinate procurement processes and maintain inventory and maintenance records.
• Special Projects: Contribute to departmental initiatives by taking ownership of special projects, such as organizing departmental functions and visits from external speakers, contributing to outreach efforts, and enhancing administrative processes. 

SUPPLEMENTAL FUNCTIONS:

• The position may involve some support of departmental accounting activities.

COMPETENCIES:

To excel in this role, you should possess the following competencies: 

• Organizational Skills: Ability to manage multiple tasks, set priorities, and meet deadlines while maintaining meticulous attention to detail. 
• Communication: Excellent written and verbal communication skills to interact effectively with diverse stakeholders including faculty, staff, students, and external personnel. 
• Pro-activity: A self-starter who can anticipate needs, identify opportunities for improvement, and take initiative to address challenges. 
• Problem Solving: Strong analytical skills to identify issues, propose solutions, and navigate complex situations. 
• Adaptability: Willingness to thrive in a fast-paced, evolving environment, and willingness to learn about the workings of an academic research department. 
• Confidentiality: Demonstrated ability to handle sensitive information with discretion and maintain confidentiality. 
• Collaboration: A team player who can collaborate effectively with colleagues, faculty, researchers, and students. 

MINIMUM QUALIFICATIONS:  

Education: Associate’s degree or equivalent combination of education and experience. 

Experience: 1 year progressively responsible work-related experience

DESIRED QUALIFICATIONS:  

• Bachelor's Degree. 
• Proficiency in MS Office Suite and other relevant software applications. 
• Strong organizational and time-management skills. 
• Basic website editing and maintenance skills

REQUIRED APPLICATION MATERIALS: 

Complete the online application. The department additionally requests candidates upload the following document(s) for a complete application:

1. Cover letter
2. Resume or C.V.
3. Contact information for four work-related references (references will only be contacted if you are selected as a finalist for the position).

This position will remain open until filled. Complete applications received by 4/28/2026 will receive full consideration. 

 

WORK LOCATION: 

On-campus: This position provides vital support to campus customers, and the successful candidate must be available to work and perform essential job functions on campus, understanding our location is at 7,220 feet above sea level.  

WORK AUTHORIZATION REQUIREMENTS: 

The successful candidate must be eligible to work in the United States. Sponsorship for H-1B work authorization or work visa is not available for this position.

Provides public higher education and scientific research services.