Administrative Assistant to the PI

Job Description

Job Description

Job Summary

Under general supervision of the Principal Investigator (PI), provide high-level coordination and administrative support to ensure efficient operation of laboratory research activities. This position works closely with the PI to support scientific and operational priorities, including preparation of research documents, coordination of communications, and organization of workflows across multiple projects.
This role requires a foundational understanding of biological or life sciences to assist with reviewing and editing scientific materials and supporting research-related activities.

Key Responsibilities

50% PI OPERATIONAL SUPPORT 

• Daily check in with PI regarding upcoming calendar events, meetings, and deadlines. This includes a review of pending action items, to-list items, and deadlines provided to direct reports and team members.\
• Manage action items and timelines established in meetings attended and/or facilitated by the PI.
• Track progress of research projects and provide the PI with summarized updates on milestones, risks, and deliverables.
• Coordinate across research staff to ensure alignment of project timelines, priorities, and reporting needs.
• Assist the PI in setting work priorities for the day/week.
• Assist the PI in communications to team members to hold accountable to deadlines, timelines and deliverables. 
• Manage PI's schedule including travel, project meetings, teleconferences, and interviews.

30% TECHNICAL  SUPPORT

• Provide PI with technical support for classes - including posting information on CANVAS website, communicating with students as needed, preparation of documents/presentations associated with course work. 
• Assist in preparation of presentation materials, including development and formatting of PowerPoint slides for lectures, meetings, and external presentations.
• Review laboratory/research protocols and provide PI with suggested edits and high level summaries, ensuring scientific clarity, completeness, and consistency.
• Review and edit manuscripts for publication, including grammar, structure, and basic scientific content; provide PI with suggested edits and high-level summary for approval/rejection/editing.
• Maintain organized tracking of manuscript submissions, revisions, and publication timelines.
• Assist PI with document organization and management.  
• Assist PI with document and presentation formatting. 
• Provide basic IT and technical support to the PI, including troubleshooting common issues (e.g., Zoom audio/video, connectivity), and assisting with setup and synchronization of devices and accounts (e.g., laptop, phone, software platforms)
• Review PI emails and messages as needed and respond as needed.

10% ADMINISTRATIVE SUPPORT 

• Assist in preparation and coordination of grant materials (e.g., formatting, compiling documents, tracking deadlines).
• Provide support, training, and oversight for all administrative tasks in lab including travel, purchasing, and scheduling.
• Ensure administrative processes align with research project timelines and compliance requirements.

10% OTHER

• Create position descriptions for staff positions as requested by PI. 
• Organize interviews for new positions and follow up with applicants upon PI's decision. 
• Occasional travel to grant related meetings.

Minimum Qualifications 

• Bachelor’s degree in biological sciences, life sciences, or a related field, or an equivalent combination of education and experience.
• Administrative experience supporting a laboratory, research, or academic environment.
• Experience managing complex calendars, coordinating meetings, and supporting executive-level scheduling needs.
• Experience reviewing, editing, or supporting preparation of scientific or technical documents (e.g., manuscripts, reports, protocols).
• Strong writing, proofreading, and document preparation skills for professional and technical materials.
• Proven ability to manage multiple priorities in a fast-paced environment and support projects with competing deadlines.
• Experience tracking project timelines, deliverables, or action items in research, academic, or professional setting.
  
   

Preferred Qualifications

• Advanced experience preparing and editing manuscripts for publication. 
• Experience supporting grant preparation, submission, or research project coordination. 
• Interpersonal and communication skills to communicate and interact in a helpful, effective, and informative manner with a wide variety of individuals.
• Familiarity with scientific publishing processes and/or reference management tools (e.g., EndNote, Zotero, Mendeley).

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The VECTOR GENETICS LABORATORY at UC Davis is dedicated to advancing research and training in population and molecular genetics, genomics, and bioinformatics of insect vectors that transmit human and animal diseases.

Our mission is to expand scientific knowledge that can be applied to improving vector control strategies, while also addressing fundamental questions in evolutionary genetics.

Currently, our major research focus is on the vectors of malaria in Africa, though we pursue a wide range of projects across vector biology and genetics.

Company Description

The VECTOR GENETICS LABORATORY at UC Davis is dedicated to advancing research and training in population and molecular genetics, genomics, and bioinformatics of insect vectors that transmit human and animal diseases. \n\nOur mission is to expand scientific knowledge that can be applied to improving vector control strategies, while also addressing fundamental questions in evolutionary genetics.\n\nCurrently, our major research focus is on the vectors of malaria in Africa, though we pursue a wide range of projects across vector biology and genetics.