Lab Coordinator
Harvard Medical School
Boston, MA
Job posting number: #7264293 (Ref:hh-66270BR)
Posted: July 19, 2024
Job Description
Position Description
Administrative Support:
- Scheduling: Manage calendars, schedule meetings with both internal and external collaborators, and coordinate appointments for the research team. Directly manage the calendar of Dr. Gehlenborg and lab calendars.
- Documentation: Maintain organized records of administrative documents, research activities, and meeting minutes. Follow up on action items and deliverables. Track publications, poster presentations, talks, and other research outputs by members of the lab. Maintain team database.
- Standard Operating Procedures: Develop documentation and standard operating procedures to optimize lab internal processes in collaboration with the PI, R&D Manager, and other coordinators.
- Communication: Serve as a point of contact for internal and external stakeholders, handling inquiries and correspondence. Effectively and accurately communicate relevant information to the PI and project teams.
- Event Coordination: Organize and coordinate lab and research-related events, seminars, and conferences.
- Travel Booking: Coordinate conference travel and logistics for Dr. Gehlenborg and lab members, if needed.
Financial Administration:
- Expense Monitoring: Assist in tracking project budgets and expenditures, analyze spending in collaboration with R&D Manager and PI.
- Purchasing and Invoice Processing: Support lab members in purchasing supplies, computers, and other materials. Handle the processing of invoices and reimbursements related to research activities.
- Grant Support: Independently work with the grants manager in ensuring that lab expenses are used appropriately. Support PI and R&D Manager with the preparation and organization of materials for grant proposals.
Project Coordination:
- Meeting Management: Coordinate scientific and educational project calls and meetings on a regular basis. This includes scheduling, preparing meeting materials, keeping minutes, and distributing meeting materials and action items.
- Progress Tracking: Track, follow-up, and communicate status of project milestones to ensure teams meet defined deliverables on time. Regularly check-in with collaborators and provide weekly updates to various stakeholders about progress and adjustments to timelines.
- Reporting: Support the preparation and submission of reports to internal groups and sponsors as needed.
- Standard Operating Procedures: Develop documentation of processes and standard operating procedures to organize managed projects in collaboration with the PI, R&D Manager, and other coordinators.
Additional Duties:
- Outreach: Manage content updates on the HIDIVE Lab website and social media pages such as LinkedIn.
- Recruitment: Assist with the hiring process for new openings in the lab and coordinate all onboarding processes.
- Visa Paperwork: Support PI with preparing student intern visa documents that need to be completed by the PI. Support the PI or other lab members if they require visas for work related travel.
Basic Qualifications
Three + years related administrative and coordination experience required. Higher education may count towards experience.Additional Qualifications and Skills
- Bachelor's Degree preferred.
- Previous experience working in a research environment preferred.
- Proven time management efficiency, and ability to work independently as well as collaboratively with others.
- Strong oral and written communication skills, as well as interpersonal skills via email, in person, and telephone.
- Experience handling complex and confidential information with discretion.
- Ability to self-determine priorities and proactively anticipate upcoming needs.
- Detail-oriented and superb organizational skills.
- Ability to manage multiple projects and activities in a very busy work environment that is often deadline driven.
- Experience with Harvard's financial and administrative systems is a plus.
Additional Information
This is a 12-month term appointment with the possibility of renewal contingent on funding.The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up-to-date on CDC-recommended vaccines.
Please note that we are currently conducting a majority of interviews and onboarding remotely and virtually. We appreciate your understanding.
The Harvard Medical School is not able to provide visa sponsorship for this position.
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Commitment to Equity, Diversity, Inclusion, and Belonging
We are committed to cultivating an inclusive workplace culture of faculty, staff, and students with diverse backgrounds, styles, abilities, and motivations. We appreciate and leverage the capabilities, insights, and ideas of all individuals. Harvard Medical School Mission and Community Valueshttps://hms.harvard.edu/about-hms/campus-culture/mission-community-values-diversity-statement
EEO Statement
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.Harvard Medical School strives to cultivate an environment that promotes inclusiveness and collaboration among students, faculty and staff and to create new avenues for discussion that will advance our shared mission to improve the health of people throughout the world.
