Administrative Assistant - Graduate School

Van Andel Institute (VAI), a world-class biomedical research institute, located in Grand Rapids, Michigan, is dedicated to improving human health. We are pioneers in the fight against cancer, Parkinson's, and other diseases. We are committed to inspiring the next generation of scientists and educators.

Van Andel Institute Graduate School has an opening for a full-time, on-site, Administrative Assistant reporting to the Director of Enrollment and Records. The Graduate School develops biomedical research leaders through an intense, problem-focused Ph.D. degree in molecular and cellular biology.  In this role, you will primarily support three Graduate School program staff, the Director of Enrollment and Records, the Program Administrator and the Outreach Specialist.

Upon joining VAI, you can expect to:

• Coordinate multiple calendars and projects, which includes exercising independent judgment and tact when handling requests, resolving problems, working under limited supervision and carrying out confidential matters.
• Schedule and coordinate seminars, meetings, events and presentations both in-person and virtually; prepare agendas, minutes, and reports; order refreshments; make travel arrangements for guests.
• Provide logistical support for annual programs such as PhD program applicant in-person interviews, West Michigan Regional Undergraduate Science Research Conference, Summer Undergraduate Research Fellows, travel to PhD student recruitment fairs/conferences for staff/faculty and High School graduate summer research programs.
• Support the collection, organization, and online posting of recruitment resources related to Ph.D. and summer research programs.
• Establish and maintain departmental filing and archiving systems for PhD applicants, committee meeting minutes, and other Graduate School documents, while safeguarding appropriate confidentiality.
• Prepare monthly expense reports, track budgets, and coordinate travel for supported staff.
• Communicate and coordinate frequently with Graduate School staff, research faculty, teaching instructors, research support staff, and graduate students.
• Share reception duties with Graduate School administration team.
• Accomplish other duties as assigned.

This job might be for you if you: 

• Have administrative work experience in higher education (college or university).
• Work independently and collaboratively with other administrative and program staff to complete tasks and projects.
• Demonstrate strong organizational skills, attention to detail, and a sharp focus on efficient completion of tasks.
• Display a customer service mindset in working with students and faculty.
• Communicate efficiently both verbally and in writing.
• Effectively prioritize tasks to efficiently manage multiple projects.
• Have a minimum of a high school diploma, GED, or equivalent, plus 2 years of administrative support, office, or equivalent combination of education and experience.
• Bachelor’s degree preferred.

How to Apply:

If you possess these attributes and enjoy working with motivated and driven people across a small institute, we encourage you to apply today! 

In your application, provide the following in a single combined PDF document:

• cover letter outlining your administrative support experience, future career goals, and how you see this position advancing your career
• current resumé
• names and contact information of three professional references

Please contact Megan Doerr (Megan.Doerr@vai.org) for further information or questions, or if you have any difficulty with the application process.

Note: To ensure your application is official and eligible for review, please submit it through our online system. Emailed applications are not considered official.

About Van Andel Institute

Established in Grand Rapids, Michigan, in 1996 by the Van Andel family, VAI is now home to nearly 500 scientists, educators and support staff, who work with national and international collaborators to foster discovery. The Institute’s scientists study the origins of cancer, Parkinson’s and other diseases and translate their findings into breakthrough prevention and treatment strategies. Our educators develop inquiry-based approaches for K–12 education to help students and teachers prepare the next generation of problem-solvers, while our Graduate School offers a rigorous, research-intensive Ph.D. program in molecular and cellular biology.

VAI is committed to excellence through broad participation and diverse perspectives. We welcome applications from individuals of all backgrounds and experiences who share our passion for innovation and collaboration.

Van Andel Institute is an Equal Employment Opportunity (EEO) and Vietnam Era Veterans Readjustment Assistance Act (VEVRAA) Employer.   

As Van Andel Institute is a drug free employer, all prospective new employees undergo a urinalysis/drug test as part of our pre-employment process.  This is a 7-panel drug screen and it includes testing for Marijuana, Cocaine, Amphetamines, Opiates, PCP, Barbiturates, and Benzodiazepines. 

About Grand Rapids, MI  

Van Andel Institute is in downtown Grand Rapids, Michigan in the center of the Medical Mile.  A remarkable combination of a cosmopolitan atmosphere and small-town warmth, Grand Rapids is known for its philanthropic and sustainability-driven community. It’s fun affordable and family-friendly.  

Located on the banks of the Grand River, Grand Rapids offers all the big-city excitement you'd expect from a million-resident metropolis, featuring hundreds of restaurants and nightspots, theaters, museums, sports and concerts. The safe and clean downtown is surrounded by an eclectic mix of walkable neighborhoods and natural areas. The downtown area is safe and clean with an eclectic mix of walkable neighborhoods and natural areas.