Primary Work Address: 19700 Helix Drive, Ashburn, VA, 20147

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Janelia Research Campus is a pioneering research center in Ashburn, Virginia, where scientists pursue fundamental questions in neuroscience and imaging. The Howard Hughes Medical Institute (HHMI) launched Janelia in 2006, establishing an intellectually distinctive environment for scientists to do creative, collaborative, hands-on work. Our integrated teams of biologists, computational scientists, and tool-builders pursue a small number of scientific questions with potential for transformative impact. We share our methods, results, and tools with the scientific community. It is a uniquely innovative and collaborative atmosphere that reflects HHMI's reputation for excellence.

About the role:

In this role, you will provide broad administrative support for the Campus Life team, focusing on campus housing and residential life. You will perform a wide variety of tasks requiring excellent organizational, administrative, and computer skills, in-depth knowledge of general office and property management, and proven success at teamwork, collaboration, and customer service.

What we provide:

• A competitive compensation package, with comprehensive health and welfare benefits.
• Amenities that enhance work-life balance such as on-site childcare, a free gym, on-campus housing, social and dining spaces, and convenient shuttle bus service.
• A supportive team environment that promotes collaboration and knowledge sharing.
• A flexible, hybrid schedule.

• Maintain electronic resident and departmental files
• Update and maintain resident email distribution lists and apartment directories
• Prepare, process, and update departmental documents (forms, maps, brochures) both printed and online
• Prepare welcome baskets, move-in packets, and keys for new residents
• Email residents with arrival, transfer, and departure information; answer questions
• Assign mailbox numbers and parking spaces to residents; update and maintain inventory lists
• Enter information into Oscar (reservation) software for move-ins
• Send check-in emails to new residents and visitors
• Help residents with parking passes, J cards, SO J cards; deactivate J cards at move out
• Monitor supplies inventory for housing including kitchen and linen packs, welcome baskets, compost bins, and printer supplies; notify Campus Life purchaser when supplies are needed
• Manage keys for campus housing; conduct audits as needed to ensure timely returns
• Give housing tours (back-up)
• Participate in and record minutes from service team meetings; oversee outstanding items
• Maintain paper and ink supplies in apartment printers
• Provide proof of residency letters, invoices, and receipts to residents upon request
• As back-up, check Campus Life inbox, respond to resident requests
• Suggest improvements in processes, procedures, and / or distributed information based on personal observations and feedback
• Work collaboratively in a team, yet be self-sufficient in managing time, duties, responsibilities, and deliverables; be resourceful in finding information and solutions to issues

• Bachelor's degree or equivalent, or related experience preferred
• Minimum of five years of administrative experience required
• Proficient with Microsoft Office / Word / Excel / Power Point and other administrative software
• Property management and / or hospitality experience preferred
• Collaborative, cooperative, and flexible
• Strong attention to detail
• Ability to communicate professionally and effectively with all levels of management and staff both inside and outside of HHMI
• Business maturity and ability to handle sensitive information with tact and discretion
• Excellent organizational and problem-solving skills
• Resourceful with proven ability to plan, prioritize, and implement with limited detailed supervision
• Ability to competently handle multiple projects, stay organized, produce accurate work, and meet specified deadlines