Howard Hughes Medical Institute

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.

The ideal candidate will be detail-oriented, professional, and able to operate independently in a fast-paced scientific environment. This is an exciting opportunity for an administrative professional to contribute meaningfully to the success of a world-renowned biomedical research lab.

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What We Provide:

• 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.

What You’ll Do:

Administrative & Scheduling Support

• 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.

Financial & Grant Management

• 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.

Human Resources & Operations

• 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.

What You Bring:

• 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.

Physical Requirements:

Remaining in a normal seated or standing position for extended periods of time; reaching and grasping by extending hand(s) or arm(s); dexterity to manipulate objects with fingers, for example using a keyboard; communication skills using the spoken word; ability to see and hear within normal parameters; ability to move about workspace. The position requires mobility, including the ability to move materials weighing up to several pounds (such as a laptop computer or tablet).

Persons with disabilities may be able to perform the essential duties of this position with reasonable accommodation. Requests for reasonable accommodation will be evaluated on an individual basis.

Please Note:

This job description sets forth the job’s principal duties, responsibilities, and requirements; it should not be construed as an exhaustive statement, however. Unless they begin with the word “may,” the Essential Duties and Responsibilities described above are “essential functions” of the job, as defined by the Americans with Disabilities Act.

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Compensation and Benefits

Our employees are compensated from a total rewards perspective in many ways for their contributions to our mission, including competitive pay, exceptional health benefits, retirement plans, time off, and a range of recognition and wellness programs. Visit our Benefits at HHMI site to learn more.

Compensation Range

$48,500.00 (minimum) - $60,627.78 (midpoint) - $78,800.00 (maximum)

Pay Type:

Annual

HHMI’s salary structure is developed based on relevant job market data. HHMI considers a candidate's education, previous experiences, knowledge, skills and abilities, as well as internal consistency when making job offers. Typically, a new hire for this position in this location is compensated between the minimum and the midpoint of the salary range.

HHMI is an Equal Opportunity Employer

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