Administrative Assistant - Beckman Institute Advanced Science and Technology

The Administrative Assistant provides high-level administrative, operational, and strategic support to the Director and leadership team in advancing the Beckman Institute's mission and priorities. The position manages Director's Office operations, coordinates Director-led initiatives, and supports institute-wide efforts spanning research, administration, communications, facilities, and engagement. The role ensures organizational continuity, facilitates collaboration among internal and external stakeholders, and exercises significant initiative, discretion, independent judgment, and leadership in representing the Director and advancing institutional goals.

• Executive Leadership Support and Director's Office Operations
  • Manage Director's Office and Associate Director’s operations, executive calendars, correspondence, priorities, and workflow.
  • Prepare Director-led briefings, presentations, reports, agendas, and background materials; monitor decisions and follow-up actions.
  • Coordinate Director and Associate Directors-led meetings, leadership retreats, reviews, symposiums, and institute-wide events, including logistics, documentation, and follow-up.
  • Serve as a primary point of coordination among leadership, faculty, staff, advisory groups, campus partners, and external stakeholders.
• Strategic Initiative Implementation and Organizational Coordination
  • Coordinate implementation of Director-led strategic initiatives through project planning, milestone tracking, reporting, and performance monitoring.
  • Facilitate working groups and task forces advancing institute priorities and provide continuity for cross-departmental initiatives.
• Beckman Community Engagement and Organizational Development Programs
  • Coordinate onboarding, mentoring, recognition, and community-building programs that strengthen collaboration and engagement throughout the Beckman member lifecycle.
  • Monitor participation, assess outcomes, and prepare reports and recommendations to improve engagement initiatives.
• Cross-Functional Leadership Initiative Support
  • Coordinate operational activities and communication among Beckman administrative and research units to support institute-wide objectives.
  • Support campus partnerships, external collaborations, and multi-stakeholder projects by coordinating activities, communications, and implementation efforts.
  • Maintain institutional records, databases, implementation documentation, and organizational knowledge; assist in resolving barriers affecting major initiatives.

1. High school graduation or equivalent

2. Any one or any combination totaling five (5) years (60 months) from the following categories:

A. college course work in business, finance, accounting or a related field:

• 60 semester hours or an Associate's degree equals one (1) year (12 months)
• 90 semester hours equals two (2) years (24 months)
• 120 semester hours or a Bachelor's degree equals three (3) years (36 months)
• Master's degree or higher equals four (4) years (48 months)

B. progressively more responsible professional, managerial and supervisory experience that included experience in areas such as supervising staff or a job function, organizing and coordinating office operations, and performing duties that lead to knowledge of generally accepted office management principles.

3. Experience with university administrative procedures and policies.

Excellent computer skills, including experience with Microsoft Office applications (Word, Excel, PowerPoint), database applications, and/or web applications are preferred.

• Ability to work independently and analyze and…