Administrative Coordinator- Vale Lab

Primary Work Address: 9 Cambridge Center, Cambridge, MA, 02142

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Dr. Ronald Vale’s lab at the Whitehead Institute is seeking an Administrative Coordinator to support their lab operations. The Vale lab studies the molecular motor proteins kinesin and dynein, which power the movement of membranes and chromosomes along microtubules inside cells, and will explore how these and other cellular molecular machines adapt to extreme temperature variations in this rapidly changing planet. More information can be found on the lab’s website: https://www.janelia.org/lab/vale-lab.

About the role:

Our lab is seeking an experienced administrative assistant with prior experience of working in an academic environment. We are looking for a people-oriented individual who, beyond working closely with the PI, will enjoy working with members of our lab (4-8 people) and with many other individuals in offices throughout Whitehead, MIT, HHMI as well as with scientists from other institutions. You will support Dr. Vale and research staff by providing analytical and specialized administrative support through administrative duties in areas such as lab supply ordering, travel, budget preparation and monitoring, event planning, grant and manuscript preparation, and special projects.

What we provide:

• Exposure to groundbreaking research and working with a collaborative, close-knit lab team.
• A team that believes in continuous learning and cultivates an environment of collaboration.
• A competitive compensation package with comprehensive health and welfare benefits including an employee education assistance program.
• Access to Udemy on-demand training courses.

What you’ll do:

• Coordinate with HR through Whitehead and HHMI offices on all lab employment processes including recruitment, processing academic appointments, access forms, payroll actions, facilitating lab staff annual performance reviews, and terminations.
• Handle procurement, including ordering of lab supplies and equipment and obtaining quotes; expert knowledge of scientific equipment is not required.
• Interface with Whitehead and HHMI offices, including HR, safety and IT.
• Obtain budget report and strategize spending with the PI.
• Facilitate the submission of fellowships for trainees.
• Schedule meetings and coordinate calendar for PI.
• Help with travel and reimbursements for PI and lab members.
• Assist with education and teaching needs of the PI.
• Coordinate events (e.g. symposia, online events); organize on- and off-site meetings.
• Maintain the lab website.
• Assist with special assignments or research (e.g. designing/conducting surveys, etc).

What you bring:

• A bachelor’s degree or an equivalent combination of education and related work experience.
• Five or more years of increasingly responsible administrative experience. Experience working in a research environment is preferred.
• High level of organizational skills.
• Ability to work collaboratively with diverse groups of lab personnel, as well as department personnel.
• Proficient in Microsoft office suite, as well as being skilled in the use of office equipment. Willingness to learn new software, per needs of the lab. Remains technically and administratively current in job.
• Ability to communicate required information, draft routine correspondence, and basic reports, keep accurate records of work performed.
• Ability and willingness to learn tasks independently and to apply experience to develop new procedures.

Physical Requirements

Remaining in a normal seated or standing position for extended periods of time; reaching and grasping by extending hand(s) or arm(s); dexterity to manipulate objects with fingers, for example using a keyboard; communication skills using the spoken word; ability to see and hear within normal parameters; ability to move about workspace. The position requires mobility, including the ability to move materials weighing up to several pounds (such as a laptop computer or tablet).

Persons with disabilities may be able to perform the essential duties of this position with reasonable accommodation. Requests for reasonable accommodation will be evaluated on an individual basis.

Please Note:

This job description sets forth the job’s principal duties, responsibilities, and requirements; it should not be construed as an exhaustive statement, however. Unless they begin with the word “may,” the

Essential Duties and Responsibilities described above are “essential functions” of the job, as defined by the Americans with Disabilities Act.

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Compensation and Benefits

Our employees are compensated from a total rewards perspective in many ways for their contributions to our mission, including competitive pay, exceptional health benefits, retirement plans, time off, and a range of recognition and wellness programs. Visit our Benefits at HHMI site to learn more.

Compensation Range

$71,940.00 (minimum) – $90,000.00 (midpoint) – $116,930.00 (maximum)

Pay Type:

Annual

HHMI’s salary structure is developed based on relevant job market data. HHMI considers a candidate’s education, previous experiences, knowledge, skills and abilities, as well as internal consistency when making job offers. Typically, a new hire for this position in this location is compensated between the minimum and the midpoint of the salary range.

HHMI is an Equal Opportunity Employer

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