Operations Specialist I

The Broad Institute•Cambridge, MA

3d•$28 - $37

About The Position

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.

Requirements

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

Nice To Haves

Experience working in an academic or research setting is preferred

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.