Operations Specialist I

Ops Specialist I - Uhler Lab

The Ops Specialist I provides administrative and operational support to the Uhler Lab and the Eric and Wendy Schmidt Center. This role performs a range of administrative tasks following established procedures and guidelines. The Ops Specialist I responds to routine inquiries and assists with coordination of meetings, travel, and lab activities while developing familiarity with departmental processes and systems.

Key Responsibilities

• Provide administrative support to Professor Caroline Uhler and the Uhler Lab by assisting with scheduling, coordination, and routine operational tasks.
• Assist with maintaining Prof. Uhler's calendar by scheduling meetings and coordinating logistics for lab meetings, Schmidt Center meetings, teaching activities, and speaking engagements.
• Help track upcoming activities and incoming requests and escalate scheduling conflicts or priorities as needed.
• Assist with coordinating travel arrangements for Prof. Uhler, including booking flights, hotels, and local transportation in accordance with institute travel policies.
• Coordinate onsite visits to the Uhler Lab, including scheduling meetings and greeting or directing visitors when they arrive.
• Support onboarding activities for graduate students and postdoctoral fellows by helping assign desks, adding members to Slack channels and email lists, and assisting with orientation activities.
• Help document administrative procedures and operational processes for the Schmidt Center in collaboration with the administrative team.
• Schedule Schmidt Center administrative meetings, including the weekly Ops Sync, biweekly Ops meeting, and monthly planning meetings.
• Assist with ordering catering and meeting supplies and processing purchases using approved purchasing methods.
• Coordinate updates to the Uhler Lab website by gathering new information (e.g., publications, photos) and working with the Communications team to implement updates.
• Schedule Uhler Lab and research group meetings and assist with meeting logistics, including room reservations, catering, and audiovisual needs.
• Provide logistical support for lab social events and speaker visits by coordinating schedules, invitations, and meeting arrangements.
• Serve as backup support for routine Schmidt Center events such as colloquia or coffee socials by assisting with meeting logistics and coordination.
• Assist with logistical preparation for larger Schmidt Center events, such as the Annual Symposium, under the direction of the events team.
• Process travel reimbursements and purchase reimbursements for Prof. Uhler and lab members following institute policies.
• Perform other related administrative duties as assigned.

• Excellent communication skills and the ability to interact professionally with all levels of staff and external contacts required
• Excellent organization and time management skills
• Ability to track multiple deadlines at once and independently follow up on outstanding items
• Must be able to use sound judgment to solve routine issues
• Experience with word processing, spreadsheet, and various presentation software
• Must be able to use sound judgment to solve routine issues
• Solid understanding of AV and IT setups, including virtual platforms such as Zoom webinars and presentation setups, e.g. PowerPoint, Keynote, PDF, and ability to solve problems quickly
• Ability to work as part of a multidisciplinary team
• Ability to work in a fast-paced and challenging work environment, with demonstrated flexibility and calm demeanor with last-minute changes and demands.
• Highly detail oriented
• Must possess a positive attitude, be team-oriented, ambitious, quality-driven, and of the highest integrity.
• Flexible availability required to support occasional late afternoon events and early morning set-ups.

• Bachelor's Degree required
• Minimum of 1 year of related support experience
• Experience working in an academic or research setting is preferred