Administrative Lab Manager - Young & Lodish Labs (Relocation Assistance Available!)

MIT Whitehead Institute•Cambridge, MA

1d•$88,000 - $98,000•Hybrid

About The Position

This is a hybrid position (3 days on site, after training period). Candidates must live in MA, RI or NH. OVERALL RESPONSIBILITIES Exercising autonomy and discretion, the Administrative Lab Manager (ALM) will support all professional activities of the Principal Investigator (PI) and their research group in a manner consistent with Institute policies and procedures. Primary responsibilities fall broadly into one of two categories: (1) Grant & Lab Administration (grants management, budget development and management, and regulatory and reporting duties, etc.); and (2) Administrative Support (serving as the administrative assistant to the PI in a limited capacity). The ALM will interact frequently with all lab members and will liaise with administrative offices at the Whitehead Institute and MIT, as well representatives from Federal and Non-Federal funding agencies, vendors, and regulators.

Requirements

Bachelor’s Degree, or equivalent experience and education.
Minimum of 3 - 5 years of directly related experience in an academic or research setting.
Budget Management or Office Management experience.
Experience with Financial Accounting software.
Some grants administration experience required.
High level of proficiency in Microsoft Word, Excel, PowerPoint, Adobe Pro, Google Drive.
Ability to balance multiple tasks with different priorities and deadlines, and adjust work to address new challenges.
Must be able to work independently and with only general direction.
Excellent interpersonal, organizational and office skills.
Excellent verbal and written communication skills.

Nice To Haves

Mac experience preferred.
Knowledge of OMB Circulars A-122 and A-110, NSF and NIH policy highly desired.

Responsibilities

Coordinate all aspects of new funding proposal development and submission, including liaising with the Office of Sponsored Programs (OSP) on application opportunities, planning, development, and submission, and managing the grant submission process.
Prepare administrative and financial components of proposals, such as cover pages, budgets, budget justifications, letters of support, regulatory documents, and personnel information.
Coordinate all aspects of grant award acceptance, set up, and administration, including liaising with OSP, Research Finance, and Purchasing for award acceptance, account setup, payroll actions, and PO setup.
Ensure compliance with award requirements and restrictions, coordinate with OSP on Conflict of Interest statements, and manage all reporting requirements, tracking end dates and planning for timely renewals and/or close outs.
Participate in budget development and management, coordinate meetings for budget discussions and status updates, manage and review accounts, reconcile monthly statements, and prepare projections.
Track spending and project spending patterns, and counsel the PI on actual/potential issues.
Ensure supply orders are placed in a timely manner and according to policy.
Coordinate with Human Resources on all lab employment processes, including recruitment, hiring, academic appointments, and terminations.
Process costing allocations and effort reporting.
Provide lab orientation to new lab members, train them on lab policies and software operations.
Assist with planning space assignments and help new lab members identify and apply for fellowships.
Ensure research protocols are submitted on time.
Maintain the lab webpage and internal Wiki site.
Provide administrative support to faculty, including calendar management, scheduling meetings, and resolving conflicts.
Administer financial operations, physical plant, grants management, human resources, safety, and purchasing processes for the labs.
Act as an information source on Institute and laboratory policies and procedures.
Organize and coordinate international/domestic travel, including authorizations, bookings, visas, and expense reports.
Perform general clerical duties such as scanning, copying, faxing, filing, and data entry.
Screen callers and visitors, and manage mail distribution and response.