Assistant Administrator Jobs in Madison, WI (NOW HIRING)

Description

The Assistant Research Administrator provides high-level strategic coordination and administrative leadership for the Coon Laboratory in collaboration with the Metabolism Theme at the Morgridge Institute. This role will provide support to the Metabolism Theme and associated research groups as needed. This position manages day-to-day laboratory activities for the Coon group, oversees comprehensive research budgets, and facilitates collaborative research to advance the group's mission. 

This role requires a highly organized, proactive professional capable of working independently while maintaining effective relationships across UW-Madison, the Morgridge Institute for Research, and external partners. The Assistant Research Administrator uses strong judgment, initiative, and creativity to support a complex scientific operation. 

Primary Responsibilities

Research & Financial Administration Support

Assist in routine operational activities using UW-Madison and Morgridge Institute administrative systems.

Help compile and organize components (such as biosketches, facilities descriptions, and initial budget drafts) for scientific and technical research proposals.

Learn and apply basic federal, state, and university grant compliance guidelines; flag routine compliance questions for senior team members.

Execute transactional financial duties, including preparing expense reports, processing travel reimbursements, generating purchase orders, and verifying invoice payments.

Assist with gathering documentation for monthly financial reviews and compiling data for annual progress reports and award closeouts.

Procure standard laboratory equipment and supplies; maintain an up-to-date capital equipment inventory and assist with annual property audits.

Coordinate and schedule routine equipment calibration, maintenance, and service repairs with external vendors.

Maintain and update a comprehensive reference database tracking lab publications, awards, patents, and trainee alumni outcomes. Help cross-reference papers for public access compliance.

Assist with basic updates to center/laboratory websites and social media platforms to maintain an active public presence.

Monitor and track the completion of required laboratory safety and biosafety training modules for lab personnel.

Help facilitate onboarding and offboarding steps for trainees, including tracking lab access keys, resource allocation, and basic appointment paperwork.

Submit MTAs, software agreements, and other research agreements for review through campus channels.

Scheduling, Communication, and Event Support

Coordinate logistics (room reservations, catering, schedules) for lab meetings, workshops, advisory board visits, and invited seminars.

Serve as an initial point of contact for internal institutional partners, facilities teams, and visitors.

Assist with posting job openings, scheduling interviews, and route personnel paperwork as directed.

Other duties as assigned 

Perform additional responsibilities as assigned to support the missions of Coon Laboratory, and metabolism theme. 

Requirements

To successfully perform this role, an individual must be able to carry out each primary duty effectively. The qualifications and requirements listed below reflect the knowledge, skills, and abilities necessary for this position. Reasonable accommodations will be provided, as appropriate, to enable individuals with disabilities to perform the essential functions of the job.

Education and Experience

Bachelor's degree in business, science, biotechnology, or a related field preferred.

0 to 2 years of administrative experience. Experience working in an office, academic department, or customer-service setting is highly preferred.

Prior exposure to a laboratory environment, or an interest/basic coursework in research grants (NIH, NSF, DOE), is a plus but not required. We are willing to train candidates who possess strong foundational organizational skills. 

Knowledge, Skills and Abilities 

Ability to work both independently and collaboratively in a dynamic research environment.

Professional and effective communication with individuals at all organizational levels.

Strong interpersonal skills, including exceptional oral and written communication abilities.

Excellent organizational and time-management skills.

Consistently demonstrates respect, integrity, and professionalism in decisions, communications, and actions.

Ability to manage multiple projects simultaneously.

Ability to interact effectively with individuals from diverse backgrounds and professional levels.

Proficiency in software and web-based applications, including Microsoft Office and Google Workspace.

Experience with website development and management of social media platforms preferred.

Experience in pre-award and post-award research administration preferred.

Working Conditions and Physical Effort

Work is normally performed in an office setting

No or very limited physical effort is required

No or very limited exposure to physical risk