Administrative Coordinator – Pellman Lab

Howard Hughes Medical Institute

3d•$74,880 - $93,600•Onsite

About The Position

Support Investigator and research staff by providing analytical and specialized administrative support through performance of wide range of advanced, diversified, and confidential administrative duties. Duties and tasks are complex in nature where critical thinking, sound judgment, independent action and a high degree of initiative are required in resolving issues and making recommendations. Determine methods and procedures on new assignments and projects. Perform administrative duties in areas such as budget preparation, monitoring, and control, manuscript preparation and special projects. Serve as liaison with SOO and host institution. Collect and prepare information in support of Science Operations Office (SOO) and laboratory operations.

Requirements

Bachelor’s degree; or an equivalent combination of education and related work experience.
Five or more years of increasingly responsible administrative experience.
Ability to work inclusively and collaboratively with a diverse population.
Ability to perform and prioritize a variety of tasks, to learn tasks independently, to apply experience to develop new techniques, and to retain information associated with tasks.
Actively seeks opportunities to increase skills and expertise and to increase efficiency and effectiveness in the job.
Remains technically and administratively current in job.
Strong communications skills: ability to effectively communicate information and to diplomatically communicate sensitive information in a professional manner maintaining confidentiality as needed
Excellent organizational, time management and decision-making skills.
Exceptional customer service skills, a cooperative attitude, and a positive demeanor.
Ability to work both independently and collaboratively on a team.
Builds trust and able to lead teams, as necessary.
Strong analytical skills, good judgment, and the ability to use critical thinking.
Fully understands role in the work unit and in related units as well as understanding how the job relates to the organization.
Willing to assist others as required.
Strong digital literacy, including demonstrated proficiency with Mac or PC as well as Microsoft Office applications.

Nice To Haves

Experience working in a research environment preferred.
Knowledge of scientific terminology and familiarity with research laboratory operations are a plus.
Experience with AI for streamlining tasks is a plus.

Responsibilities

Manage the calendar and coordinate complex scheduling, including internal and external meetings, conferences, professional engagements, and travel for the Investigator.
Coordinate domestic and international travel arrangements and prepare detailed travel itineraries.
Organize weekly laboratory meetings, special seminars, and laboratory outings.
Process and track reimbursements from multiple sources for Investigator, laboratory members and visiting scientists through multiple systems.
Act as the laboratory’s primary point of contact for SOM and other SOO staff on all HHMI administrative requirements and reports, and serve as liaison with host institution departments.
Participate in, support, and prioritize a wide range of projects, initiating them by defining tasks, identifying needed individuals, coordinating meetings, and distributing data as necessary.
Maintain records of Host Institution and HHMI policies and procedures and communicate changes to appropriate personnel.
Compose, research, compile, edit, format, and proofread letters, special reports, publications, and manuscripts from rough draft through final form, verifying accuracy throughout.
Assist with manuscript formatting requirements, prepare figures and graphics for publications and presentations, and conduct PubMed searches.
Collect and assemble data for the HHMI laboratory budget; implement approved budgets and monitor expenditures.
Review monthly budget reports from all sources, investigate variances, and oversee the allocation of funding.
Assist with the reconciliation and verification of OCP expenditures and communicate with institutional administrative offices to ensure all expenses are covered.
Assist the Investigator with research grant submissions, annual reports, and competing renewals, tracking all internal and external deadlines.
Collect and submit required forms documenting compliance with Federal and non-Federal grant requirements, including budgetary and regulatory assurances, and coordinate with the host Office of Sponsored Research on extramural funding opportunities.
Advise the Investigator on funding support for laboratory members and plan for transitions as grants or fellowships begin or end.
Coordinate orientation for all new laboratory members; may conduct HHMI new hire orientation and verify U.S. work authorization.
Coordinate with host departments on transfers to and from host institution budgets, and coordinate visa requests with employees, the Investigator, and SOO/Host Institution International offices.
May work with Investigators to coordinate all Associate appointments and reappointments, ensuring accuracy throughout the process, including proper initial documentation, monitoring of appointment end dates, timely submission of paperwork, and equity in salary determination.
Maintain laboratory supplies and equipment, liaising with the Host Institution and SOO to acquire items in a timely manner.
Maintain an inventory of furniture and equipment, arrange equipment repairs, and assist with office space and facilities planning, including recommending changes.