Administrative Coordinator- Weissman Lab

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

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Dr. Jonathan Weissman’s lab at the Whitehead Institute is seeking an Administrative Coordinator to support their lab operations. The Weissman Lab studies how cells ensure that proteins fold into their correct shape, as well as the role of protein misfolding in disease and normal physiology. The lab is widely recognized for building innovative tools for broadly exploring organizational principles of biological systems. These include ribosome profiling, which globally monitors protein translation, CRIPSRi/a for controlling the expression of human genes and rewiring the epigenome, and lineage tracing tools, to record the history of cells. More information can be found on the lab’s website: https://weissman.wi.mit.edu/.

About the Administrative Coordinator role:

This position provides high level administrative and grants management support to the Investigator and research staff in a fast-paced environment. The Administrative Coordinator will liaise with administrative offices at the Whitehead Institute and MIT, as well as representatives from Federal and Non-Federal funding agencies, vendors, and regulators. Due to the fast-paced nature of the work of the lab, ideal candidates are people who thrive in a quickly evolving environment and who have a strong ability to multitask, as well as understand management of large grants portfolios. This role is the best fit for someone who is a self-starter, proactive in their support style – and who is passionate about the research work that the lab is conducting.

What we provide:

• A competitive compensation package with comprehensive health and welfare benefits.
• Exposure to groundbreaking research and working with a collaborative, close-knit lab team.
• A team that believes in continuous learning and opportunities for professional development.
• A vibrant and inclusive cultural environment.
• Opportunity to support cutting-edge biomedical research in a renowned research lab.
• A workplace located in Kendall Square in Cambridge, MA which is an internationally recognized innovation district and within minutes of downtown Boston.
• A collaborative group of scientists, administration, and support staff working together to push the boundaries of developmental biology forward.
• Ability to attend on-site events, such as weekly coffee hour, events and lectures, musical performances, baking contests, and other organization-wide celebrations.

What you’ll do:

• Track sponsored project, internal fund, and HHMI expenditures to facilitate efficient spending and provide monthly updates to the PI and lab, as well as ensure compliance with funding agency regulations and internal policies.
• Leads all aspects of research grant and fellowship submission, reporting, and closeout processes for Investigator and lab members. Track all related internal and external deadlines and ensure they are met. Assist with preparation and submit required forms documenting the laboratory’s compliance with Federal and non-Federal grant requirements, including formatting, budgetary and regulatory assurances. Maintain up-to-date biographical sketches, CV, and other support documentation for Investigator. Track and report appropriate effort on all projects for Investigator and all lab members. Coordinate with the host concerning extramural funding opportunities and submissions.
• Coordinate all financial operations (complex, multi-year budget planning, justifications, and projections, monthly forecasting, spending monitoring, sub award management, etc.), physical plant, grants and fellowship management, human resources, safety and purchasing processes for the labs, including development of appropriate lab procedures and manuals.
• Coordinate with HR on all lab employment processes including recruitment, processing academic appointments, access forms, payroll actions, facilitating lab staff annual performance reviews, and terminations.
• Order lab/office supplies, food, and arrange for equipment maintenance, ensuring all charges are on appropriate funding sources.
• Serve as key liaison with the Whitehead departments, HHMI, MIT and various funding organizations.
• Assist with publication submissions and open access policy compliance.
• Facilitate and monitor material transfer agreements.
• Prepare slides and presentations for meetings, reports, and publications.
• Provide guidance and training for the Administrative Assistant, offering back-up administrative support as needed.

What you bring:

• A bachelor’s degree or equivalent experience is required.
• 4-7 years of prior administrative experience, preferably in an academic laboratory.
• Ability to work collaboratively with diverse groups of lab personnel, as well as department personnel.
• Ability to work independently with only general direction, use good judgment, meet tight deadlines and show initiative.
• Excellent organizational skills.
• Some grants administration and budget management experience.
• Strong digital literacy, preferably on the Mac platform, including demonstrated proficiency with Microsoft Office applications, and graphics programs such as PowerPoint and Photoshop. Experience with G Suite a strong plus.
• Familiarity with grants management and scientific terminology.
• Knowledge of OMB Circulars A-122 and A-110, NSF and NIH policy highly desired.

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 equity 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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