Administrative Coordinator – Pellman Lab

Howard Hughes Medical Institute; Boston (MA); On-site; USD 75,000 - 94,000; Full time

Benefits offered by this job

Health benefits

Harvard/Dana-Farber community

Collaborative culture

International research group

Job summary

Howard Hughes Medical Institute seeks an Administrative Coordinator to support Dr. Pellman’s lab at Dana-Farber Cancer Institute. The role involves high‑level admin duties, budgeting, and coordinating schedules, travel, and meetings, with liaison duties across HHMI and host institutions.

A Bachelor’s degree and 5+ years of experience are expected. The position offers competitive pay and comprehensive benefits within a dynamic, collaborative, international research community.

Qualifications

• Bachelor’s degree or equivalent combination of education and experience.
• Five or more years of increasingly responsible administrative experience.
• Experience in a research environment preferred; familiarity with scientific terminology helps.
• Ability to work inclusively with a diverse population and maintain confidentiality.

Responsibilities

• Manage calendar and coordinate complex scheduling for the Investigator.
• Arrange domestic and international travel; prepare detailed itineraries.
• Organize meetings, seminars, and laboratory activities; track reimbursements.
• Serve as liaison with HHMI SOO and host institution departments; support budgets.
• Assist with grant submissions, annual reports, and compliance documentation.

Skills

Calendar management

Travel arrangements

Budget monitoring

Administrative support

Communication

Education

Bachelor’s degree

Tools

Microsoft Office

PubMed searches

Job description

Primary Work Address: 44 Binney Street, Boston, MA, 02115

We have a new opportunity for an Administrative Coordinator to join the lab of Dr. David Pellman at the Dana-Farber Cancer Institute. David Pellman studies normal cell divisionand the impact of cell division errors on the stability of thegenome. Pellman and his team focus on mutational processes thatdrive rapid genome evolution, such as the chromosome “shredding”phenomenon called chromothripsis which is characterized byextensive breakage and rearrangements on a small number ofchromosomes. Such mutational processes play major roles intumorigenesis, but also likely contribute to organismal evolution.The team uses methods from cell biology, genetics, and biochemistryin their work, as well as a newly developed combination oflive-cell imaging and single cell genome sequencing (Look-Seq) thatenables a cell’s phenotype to be directly related to its genotype.More information about the lab and their work can be found at https://pellmanlab.dana-farber.org/

About the Administrative Coordinator Role:

SupportInvestigator and research staff by providing analytical andspecialized administrative support through performance of widerange of advanced, diversified, and confidential administrativeduties. Duties and tasks are complex in nature where criticalthinking, sound judgment, independent action and a high degree ofinitiative are required in resolving issues and makingrecommendations. Determine methods and procedures on newassignments and projects. Perform administrative duties in areassuch as budget preparation, monitoring, and control, manuscriptpreparation and special projects. Serve as liaison with SOO andhost institution. Collect and prepare information in support ofScience Operations Office (SOO) and laboratory operations.

What we provide:

• A competitive compensation package with comprehensive healthand wellness benefits.
• Joining the vibrant Dana-Farber/Harvard Medical School researchcommunity.
• A team that believes in continuous learning and cultivates anenvironment of collaboration.
• Working with an international group of researchers, students,and visiting faculty.

What you’ll do:

• Manage the calendar and coordinate complex scheduling,including internal and external meetings, conferences, professionalengagements, and travel for the Investigator.

• Coordinate domestic and international travel arrangements andprepare detailed travel itineraries.
• Organize weekly laboratory meetings, special seminars, andlaboratory outings.
• Process and track reimbursements from multiple sources forInvestigator, laboratory members and visiting scientists throughmultiple systems.
• Act as the laboratory’s primary point of contact for SOM andother SOO staff on all HHMI administrative requirements andreports, and serve as liaison with host institution departments.Participate in, support, and prioritize a wide range of projects,initiating them by defining tasks, identifying needed individuals,coordinating meetings, and distributing data as necessary. Maintainrecords of Host Institution and HHMI policies and procedures andcommunicate changes to appropriate personnel.
• Compose, research, compile, edit, format, and proofreadletters, special reports, publications, and manuscripts from roughdraft through final form, verifying accuracy throughout. Assistwith manuscript formatting requirements, prepare figures andgraphics for publications and presentations, and conduct PubMedsearches.
• Collect and assemble data for the HHMI laboratory budget;implement approved budgets and monitor expenditures. Review monthlybudget reports from all sources, investigate variances, and overseethe allocation of funding. Assist with the reconciliation andverification of OCP expenditures and communicate with institutionaladministrative offices to ensure all expenses are covered.
• Assist the Investigator with research grant submissions, annualreports, and competing renewals, tracking all internal and externaldeadlines. Collect and submit required forms documenting compliancewith Federal and non-Federal grant requirements, includingbudgetary and regulatory assurances, and coordinate with the hostOffice of Sponsored Research on extramural funding opportunities.Advise the Investigator on funding support for laboratory membersand plan for transitions as grants or fellowships begin orend.
• Coordinate orientation for all new laboratory members; mayconduct HHMI new hire orientation and verify U.S. workauthorization. Coordinate with host departments on transfers to andfrom host institution budgets, and coordinate visa requests withemployees, the Investigator, and SOO/Host Institution Internationaloffices.
• May work with Investigators to coordinate all Associateappointments and reappointments, ensuring accuracy throughout theprocess, including proper initial documentation, monitoring ofappointment end dates, timely submission of paperwork, and equityin salary determination.

• Maintain laboratory supplies and equipment, liaising with theHost Institution and SOO to acquire items in a timely manner.Maintain an inventory of furniture and equipment, arrange equipmentrepairs, and assist with office space and facilities planning,including recommending changes.

What you bring:

• Bachelor’s degree; or an equivalent combination of educationand related work experience. Five or more years of increasinglyresponsible administrative experience. Experience working in aresearch environment preferred. Knowledge of scientific terminologyand familiarity with research laboratory operations are aplus.

• Ability to work inclusively and collaboratively with a diversepopulation.
• Ability to perform and prioritize a variety of tasks, to learntasks independently, to apply experience to develop new techniques,and to retain information associated with tasks. Actively seeksopportunities to increase skills and expertise and to increaseefficiency and effectiveness in the job. Remains technically andadministratively current in job.
• Strong communications skills: ability to effectivelycommunicate information and to diplomatically communicate sensitiveinformation in a professional manner maintaining confidentiality asneeded
• Excellent organizational, time management and decision-makingskills.
• Exceptional customer service skills, a cooperative attitude,and a positive demeanor.
• Ability to work both independently and collaboratively on ateam. Builds trust and able to lead teams, as necessary.
• Strong analytical skills, good judgment, and the ability to usecritical thinking.
• Fully understands role in the work unit and in related units aswell as understanding how the job relates to the organization.Willing to assist others as required.
• Strong digital literacy, including demonstrated proficiencywith Mac or PC as well as Microsoft Office applications.
• Experience with AI for streamlining tasks is a plus.

Physical Requirements

Remaining in a normal seated or standing position for extendedperiods of time; reaching and grasping by extending hand(s) orarm(s); dexterity to manipulate objects with fingers, for exampleusing a keyboard; communication skills using the spoken word;ability to see and hear within normal parameters; ability to moveabout workspace. The position requires mobility, including theability to move materials weighing up to several pounds (such as alaptop computer or tablet). Persons with disabilities may be able to perform the essentialduties of this position with reasonable accommodation. Requests forreasonable accommodation will be evaluated on an individualbasis.

Please Note:

This job description sets forth the job’s principal duties,responsibilities, and requirements; it should not be construed asan 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.

Compensation and Benefits

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

Hiring Pay Range

$74,880.00 - $93,600.00

Pay Type: Annual

The posted range reflects HHMI’s good faith estimate of theanticipated hiring salary range for this role at the time ofposting. Actual hiring compensation is determined by a candidate’squalifications, experience, and internal equity.

HHMI is an Equal OpportunityEmployer

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