Laboratory Administrator | Laboratory of Mucosal Immunology, and Laboratory of Lymphocite Dynamics

Rockefeller University • New York, NY

8d

About The Position

The Laboratory Administrator provides administrative, financial, and operational coordination and support to two internationally recognized biomedical research laboratories: the Laboratory of Lymphocyte Dynamics and the Laboratory of Mucosal Immunology. This position serves as a key liaison between laboratory personnel and university administrative offices, supporting activities related to grant administration, budget monitoring, personnel appointments, procurement, travel and reimbursement processing, seminar coordination, and day-to-day laboratory operations. The successful candidate will play an important role in ensuring the efficient management of laboratory resources while supporting the scientific mission of both laboratories. This position offers an excellent opportunity for an organized and detail-oriented professional interested in developing a career in research administration, laboratory operations, and academic management.

Requirements

• Bachelor's degree
• Two to five years of experience in administrative, financial, operations, or research administration roles, preferably in a complex or fast-paced environment.
• Demonstrated experience in grant support.
• Strong organizational and time-management skills.
• Excellent attention to detail and accuracy.
• Ability to manage multiple priorities and deadlines simultaneously.
• Strong customer service and problem-solving skills.

Nice To Haves

• Degree in business administration, finance, public administration, biological sciences, or a related field.
• Experience in a university, research institute, healthcare, nonprofit, or scientific environment.
• Experience supporting grant-funded projects or sponsored research activities.
• Familiarity with budget tracking and financial reconciliation.

Responsibilities

• Maintain and update master laboratory budget spreadsheets and financial tracking tools.
• Track and help review expenditures across grants, discretionary funds, and institutional accounts.
• Prepare monthly budget updates and spending summaries for laboratory leadership.
• Track open commitments, outstanding invoices, and account balances to support timely payment and accurate financial reporting.
• Assist with cost transfers and expense reallocations when charges require correction or reassignment between funding sources.
• Assist in reviewing grant spending trends and alert laboratory leadership to potential budget concerns.
• Assist with coordinating salary source updates and personnel funding allocations.
• Assist with the preparation and submission of grant proposals and sponsored research applications.
• Assist with drafting proposal budgets and budget justifications.
• Prepare and update biosketches, Other Support documents, and related proposal materials.
• Track personnel effort allocations and maintain effort tracking records.
• Track sponsor deadlines and provide reminders regarding progress reports and grant deliverables.
• Coordinate administrative components of progress report submissions and grant-related documentation.
• Coordinate onboarding activities for new laboratory personnel.
• Assist with preparing and processing new hire, reappointment, and personnel action paperwork.
• Coordinate workspace setup, system access requests, and campus access requirements.
• Maintain personnel records and appointment tracking information.
• Serve as a point of contact for administrative procedures and institutional policies.
• Process purchases for laboratory supplies, equipment, and services through university and external procurement systems.
• Assist with coordinating HHMI-related purchasing and payment activities.
• Track purchase orders, invoices, and vendor payments.
• Assist with resolving purchasing and invoicing issues.
• Maintain purchasing records and documentation.
• Coordinate domestic and international travel arrangements for laboratory personnel, including processing and tracking travel and business expense reimbursements.
• Review reimbursement requests for compliance with university, sponsor, and institutional policies, and maintain organized records of travel and operational expenditures.
• Coordinate laboratory meetings, seminars, visiting scientist presentations, and special events, including scheduling meeting spaces, arranging catering, and managing event logistics.
• Facilitate visitor management and campus access requests, serving as a liaison between the laboratories and university administrative offices.
• Maintain organized administrative, financial, and operational records; prepare reports, spreadsheets, correspondence, and other documentation as needed.
• Provide administrative and operational support to the Heads of Laboratory, assisting with special projects, operational initiatives, and day-to-day laboratory activities.
• Foster a collaborative, service-oriented environment that supports the laboratories' research, educational, and operational goals.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level