Location: Allston,MA, USA
Basic Qualifications
Five or more years of related experience. Education beyond high school may count toward experience.
Additional Information
* Applicants should submit a resume and cover letter.
* The Harvard John A. Paulson School of Engineering and Applied Sciences does not provide visa sponsorship for administrative and staff positions.
* This is an on-site position (5 days/week) based in Allston, MA.
* 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.
Position Description
LAB FUNCTIONS:
* Organizes and maintains the structure of the lab by managing day to day activities including business operations, purchasing/procurement, shipping, compliance, electronic document organizing, etc.
* Serves as principal administrative contact for faculty, researchers, and students in the lab(s)/group(s). Interacts with research group(s) daily, building knowledge of lab structures and needs, developing lab/group processes as needed. May manage lab group websites and prepare slides for group meetings.
* Manages capital equipment and all lab inventory and ordering. Oversees the maintenance of equipment, liaisons with vendors, and maintains service/warranty contracts. May serve as a point of contact to respond to equipment alarms.
* Works independently with minimal supervision in collaboration with faculty PI in a work environment with multiple conflicting priorities. Takes the lead in solving critical lab issues and supports various lab related functions as needed.
* Maintains animal protocols, DEA sensitive compounds compliance, and all records regarding biomaterials coming into the laboratory. Maintains infection control protocols in the lab environment. Acts as Environmental Health and Safety (EH&S) liaison relative to training and record keeping.
GENERAL ADMINISTRATIVE DUTIES:
* Prepares appointments for incoming lab members and assists with hiring of temporary staff and consultants, including all paperwork. May assist with onboarding and orientating new group members (including liaising with IT for access, internal lab file sharing and communication access, lab safety officer), building access. Maintains lab roster, updates PI when appointments are ending, and manages submission of timesheets and invoices.
* Maintains a reference binder (Job Book) to manage deadlines, scheduling, documents for review, information on job applicants or lab visitors, travel itineraries, and Faculty Council or committee work.
* Maintains updated electronic access to lab file/data sharing and communication platforms (e.g., google drive, HUIT services, HMS services, slack etc.).
* Manages complex calendars for faculty, coordinates scheduling and logistics for meetings, and visitors, tours, appointments, and travel. May assist with planning events and meetings and receiving visitors/guests. Maintains and updates biographical information including CVs/biosketches for faculty, publication, and collaborator lists. May provide general administrative assistance to lab members.
* May provide course assistance by maintaining a course website, tracking grades, and general support for semester-end presentations. May process recommendation letters.
* Makes sure publications are posted to relevant websites.
* Collaborates with grant managers to review grant expenditures and uses Harvard financial systems to process financial transactions.
* Accomplishes related duties and takes on new responsibilities in response to changing office needs including learning new software and systems as needed, participating in team meetings, trainings, and activities for faculty support staff and provides back-up to other labs as needed in consultation with the PI and Director for Faculty Support.
Job Summary
Reporting to the Director of Faculty Support and Administration, the Lab Administrator performs a wide range of complex and confidential administrative and financial duties that support research, teaching, advising, travel, and related activities. The Lab Administrator anticipates and resolves problems and provides updates on the status of projects and tasks as needed. This position will work closely with Research Portfolio Managers (RPMs) to support the faculty and research group(s) with their financial portfolios.