Administrative Assistant II - Rosen Lab

Primary Work Address: 6001 Forest Park Road, Dallas, TX, 75390-9050

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About the Role:

We are seeking a highly organized and proactive Administrative Assistant II to support Dr. Michael Rosen, Chair of the Department of Biophysics at UT Southwestern Medical Center, and his research laboratory. This is a dynamic, high-trust role that involves coordinating complex administrative and operational tasks, managing laboratory finances, and serving as a key point of contact for a wide range of internal and external stakeholders-from trainees to university leadership.

• Join a high-powered, internationally recognized research lab conducting cutting-edge science with global impact.
• Work directly with Dr. Michael Rosen, gaining insight into academic leadership and high-level lab operations.
• Build critical skills in organization, communication, and project coordination in support of a leading scientist.
• Access formal training, mentorship, and career development resources from both HHMI and UT Southwestern.
• Enjoy a stable, long-term career path within a respected scientific institution committed to staff growth and learning.
• Be part of a collaborative and supportive environment that encourages continuous improvement and initiative.

• Manage Dr. Rosen's calendar, including virtual/in-person meetings (internal and external), recurring appointments, and ad hoc scheduling.
• Coordinate travel arrangements for Dr. Rosen and lab members, including authorizations, visa documentation, lodging, transportation, and reimbursements.
• Draft and edit professional communications on behalf of Dr. Rosen.
• Manage visits of external scientists hosted by Dr. Rosen (travel logistics, lodging, scheduling).
• Assist students in scheduling their committee meetings and other administrative tasks.

• Oversee laboratory finances, including tracking income and expenditures, monthly reporting, and annual budget forecasting.
• Support grant preparation and progress reports: draft budgets, gather documentation, and coordinate with department administrators for submissions.
• Manage billing and travel-related expenses for the lab's annual summer research trip to the Marine Biological Laboratory in Woods Hole, MA.

• Manage onboarding and offboarding of lab personnel in coordination with HHMI and UTSW (including visa coordination through the International Office).
• Serve as liaison to the HHMI UTSW office.
• Support material transfer agreements (MTAs).
• Assist with laboratory supply ordering and tracking in collaboration with the lab manager.
• Manage recommendation letter submissions and update the lab's website (e.g., personnel, publications).
• As time allows and based on experience, assist with broader Department of Biophysics administrative tasks.

• Associate degree required or equivalent combination of education and experience.
• Minimum 4 years of administrative or relevant experience, preferably in support of a research or healthcare executive.
• Excellent written and verbal communication skills.
• Strong interpersonal skills; ability to work respectfully and effectively across academic hierarchies.
• Detail-oriented with the ability to multi-task and prioritize in a complex, fast-paced setting.
• Proactive problem-solver with sound judgment and critical thinking skills.
• Proficiency with Microsoft Outlook, Word, and Excel.
• Experience handling budgets, financial tracking, and confidential information.