Administrative Assistant - SLLC

Primary Work Address: 4000 Jones Bridge Road, Chevy Chase, MD, 20815

Current HHMI Employees, click here to apply via your Workday account.

The Howard Hughes Medical Institute (HHMI) advances the discovery and sharing of scientific knowledge to benefit us all. As a biomedical research organization and philanthropy, HHMI supports a vibrant community of academic researchers, educators, students, and administrative professionals. Together, we're unlocking the fundamentals of biology and building an open, inclusive future for science.

HHMI's Headquarters is located on a beautiful 40-acre campus in the greater Washington DC metro area that is home to over 300 employees with strong cross-departmental collaboration between biomedical, legal, human resources, communications, information technology, investments, science education, and more.

The HHMI Science Department supports and augments the groundbreaking research conducted in HHMI labs across the nation, and you can be sure that your contributions while working here are making a difference.

Summary:

The Science Leadership & Lab Culture (SLLC) Program is an umbrella program that offers a range of professional development opportunities for Lab Heads and trainees. These opportunities include one-on-one coaching, courses, workshops, team-building activities, and other events designed to strengthen lab leadership skills and foster positive lab environments.

The Administrative Assistant provides essential operational and logistical support to the SLLC team. This position ensures smooth onboarding, payments, and documentation for coaches and facilitators, while also providing support for events, scheduling, and communications. The role requires strong attention to detail, organizational skills, and the ability to adapt quickly to evolving needs across SLLC offerings.

This role features a hybrid schedule, with two to three days spent at HHMI's Headquarters in Chevy Chase, MD.

This posting will remain active until December 15, 2025, at 5:00 PM ET, after which it will be removed, and applications will no longer be accepted. Applications will be reviewed on a rolling basis until then.

What we offer:

• Collaborative, Supportive Environment: Work closely with a passionate, highly collaborative team dedicated to advancing HHMI's mission and strategic goals of inclusion and excellence in science.

• Professional Growth Opportunity: Apply your administrative and teamwork expertise within and across programs and departments while expanding your skills in a dynamic, innovation-focused environment.

• Competitive Total Rewards Package: Comprehensive healthcare benefits, generous retirement contributions, paid leave, up to $10,000 in educational reimbursement each year, and additional programs that support well-being and professional development.

• Coordinate onboarding for new coaches and facilitators, manage payment setup, vendor registration, and required documentation.

• Process and track payments accurately and in accordance with HHMI policies and timelines.

• Reconciliation of purchase card expenditures and budget tracking to ensure financial alignment with program goals.

• Maintain and organize records to support payments, contracts, audits, and reporting requirements.

• Support the Science Senior Program Coordinator to:

• -track action items and compile materials to support courses, workshops, and events.

• Coordinate event preparation, participant registration, and day-of needs.

• Provide general administrative and operational support to SLLC team members as needed.

• Draft and distribute announcements, confirmations, and follow-up messages to participants and stakeholders, as requested.

• Facilitate effective information flow within the SLLC team and across internal and external partners.

• Bachelor's degree or a combination of education and related experience.

• At least two years of administrative experience; relevant experience from school, internships, or training programs may be counted.

• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint,SharePoint/Teams/One Drive) and strong computer literacy.

• Proactive and detail-oriented, supporting colleagues and partners through effective planning, organization, and follow-through.

• Ability to handle sensitive information with tact and discretion.

• Strong organizational skills with the ability to manage multiple projects, produce accurate work, and meet deadlines.

• Excellent verbal and written communication skills.