Administrative Assistant (part-time flexible 20hrs./week)

Johns Hopkins University School of Medicine - Baltimore, MD4.0

Part-time$17 - $24 an hour

Administrative Assistant

Tracking Code 1020-908 Job Description

Part-time (20 hours/week which is flexible)

Howard Hughes Medical Institute (HHMI) is a science philanthropy whose mission is to advance biomedical research and science education for the benefit of humanity. We empower exceptional scientists and students to pursue fundamental questions about living systems, and work to share scientific discoveries with researchers, students, and science-curious individuals around the world.

Founded in 1953 by aviator and industrialist Howard R. Hughes, HHMI is headquartered in Chevy Chase, Maryland, and employs more than 2500 people across the U.S. Visit to learn more about working at HHMI.

An exciting opportunity is available for a Part Time Administrative Assistant to join one of HHMI’s laboratories located at Johns Hopkins University in Maryland. In this position you can expect to provide high level administrative support to the Investigator and research staff in a fast-paced environment. The position requires that you perform administrative responsibilities while maintaining a high degree of confidentiality in the areas of assisting with manuscripts and grant submissions, drafting correspondence, travel reimbursements, budget monitoring and review, coordinate travel arrangements, assist with human resources management, orientation of new hires, and special projects.

Principal Responsibilities:

  • Provide administrative support for the HHMI Investigator.
  • Assist with the preparation and submission of grant applications and manuscripts. Develop and maintain online library of grant proposals, submissions and research faculty bibliographies.
  • Coordinate meetings with lab members, and other students, postdocs, faculty, visitors and maintain accurate schedules on electronic calendar of the HHMI Investigator.
  • Maintain complex meeting and appointment calendars.
  • Coordinate travel arrangements for the Investigator, laboratory members and visitors.
  • Draft letters and correspondence.
  • Initiate purchase requests through HHMI and Johns Hopkins University. Order office supplies.
  • Coordinate and plan for visiting professors, seminars, lab meetings and special events.
  • Process laboratory staff appointments, including coordinating visa processing for laboratory members, as required. Coordinate new hire orientations.
  • Coordinate projects and assignments with the lab staff.
  • Keep track of expenses and reimbursements for the Investigator.

Prepare, track and monitor material transfer agreements and scientific protocols.

Daily office duties: Screen telephone calls, sort mail and maintain files. Keep the office presentable and tidy at all times. Greet and direct visitors.

Serve as liaison to university departmental offices, HHMI Business Office and Institutions or agencies.

Perform other administrative duties as assigned.

Required Skills

  • Exceptional organization and problem-solving skills required.
  • Excellent written, verbal and interpersonal communication skills are required.
  • Ability to work independently, use good judgment, meet tight deadlines and show initiative.
  • Must be a team player.
  • Experience with Microsoft Office applications preferred.
  • International experience a plus.

Required Experience

Bachelor's degree plus two years’ administrative experience, preferably in an academic research environment.

HHMI is an Equal Opportunity Employer

Job Type: Part-time

Salary: $17.25 to $23.71 /hour


  • Administrative Assistant: 1 year (Preferred)


  • Bachelor's (Preferred)

Working days:

  • Monday
  • Tuesday
  • Thursday
  • Wednesday
  • Friday

Hours per week:

  • 10-19