Administrative Coordinator – Pellman Lab

Howard Hughes Medical Institute (HHMI); United States; On-site; USD 75,000 - 94,000; Full time

Benefits offered by this job

Health benefits

Harvard Medical School community

Collaborative environment

Job summary

Howard Hughes Medical Institute (HHMI) seeks an Administrative Coordinator to support the Pellman lab at Dana-Farber/Harvard Medical School. The role emphasizes advanced administrative duties, complex scheduling, travel planning, and budget oversight to enable research activities.

The position requires a Bachelor’s degree and at least five years of related experience, along with strong communication, organization, and analytical skills.

Qualifications

• Strong communications skills and ability to handle confidential information.
• Excellent organizational and time-management abilities with attention to detail.
• Proven analytical and problem-solving capabilities in a fast-paced research environment.

Responsibilities

• Manage Investigator’s calendar and coordinate complex scheduling and travel.
• Prepare and track reimbursements and budgets across multiple sources.
• Serve as liaison with SOO and host institution; coordinate with departments.

Skills

Communication skills

Analytical skills

Time management

Organizational skills

Team collaboration

Education

Bachelor’s degree or equivalent experience

Tools

Microsoft Office

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 division and the impact of cell division errors on the stability of the genome. Pellman and his team focus on mutational processes that drive rapid genome evolution, such as the chromosome “shredding” phenomenon called chromothripsis which is characterized by extensive breakage and rearrangements on a small number of chromosomes. Such mutational processes play major roles in tumorigenesis, but also likely contribute to organismal evolution. The team uses methods from cell biology, genetics, and biochemistry in their work, as well as a newly developed combination of live‑cell imaging and single cell genome sequencing (Look‑Seq) that enables 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

Support Investigator and research staff by providing analytical and specialized administrative support through performance of wide range of advanced, diversified, and confidential administrative duties. Duties and tasks are complex in nature where critical thinking, sound judgment, independent action and a high degree of initiative are required in resolving issues and making recommendations. Determine methods and procedures on new assignments and projects. Perform administrative duties in areas such as budget preparation, monitoring, and control, manuscript preparation and special projects. Serve as liaison with SOO and host institution. Collect and prepare information in support of Science Operations Office (SOO) and laboratory operations.

What we provide

• A competitive compensation package with comprehensive health and wellness benefits.
• Joining the vibrant Dana‑Farber/Harvard Medical School research community.
• A team that believes in continuous learning and cultivates an environment 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, professional engagements, and travel for the Investigator.
• Coordinate domestic and international travel arrangements and prepare detailed travel itineraries.
• Organize weekly laboratory meetings, special seminars, and laboratory outings.
• Process and track reimbursements from multiple sources for Investigator, laboratory members and visiting scientists through multiple systems.
• Act as the laboratory’s primary point of contact for SOM and other SOO staff on all HHMI administrative requirements and reports, 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.
• Maintain records of Host Institution and HHMI policies and procedures and communicate changes to appropriate personnel.
• Compose, research, compile, edit, format, and proofread letters, special reports, publications, and manuscripts from rough draft through final form, verifying accuracy throughout.
• Assist with manuscript formatting requirements, prepare figures and graphics for publications and presentations, and conduct PubMed searches.
• Collect and assemble data for the HHMI laboratory budget; implement approved budgets and monitor expenditures.
• Review monthly budget reports from all sources, investigate variances, and oversee the allocation of funding.
• Assist with the reconciliation and verification of OCP expenditures and communicate with institutional administrative offices to ensure all expenses are covered.
• Assist the Investigator with research grant submissions, annual reports, and competing renewals, tracking all internal and external deadlines.
• Collect and submit required forms documenting compliance with Federal and non-Federal grant requirements, including budgetary and regulatory assurances, and coordinate with the host Office of Sponsored Research on extramural funding opportunities.
• Advise the Investigator on funding support for laboratory members and plan for transitions as grants or fellowships begin or end.
• Coordinate orientation for all new laboratory members; may conduct HHMI new hire orientation and verify U.S. work authorization.
• Coordinate with host departments on transfers to and from host institution budgets, and coordinate visa requests with employees, the Investigator, and SOO/Host Institution International offices.
• May work with Investigators to coordinate all Associate appointments and reappointments, ensuring accuracy throughout the process, including proper initial documentation, monitoring of appointment end dates, timely submission of paperwork, and equity in salary determination.
• Maintain laboratory supplies and equipment, liaising with the Host Institution and SOO to acquire items in a timely manner.
• Maintain an inventory of furniture and equipment, arrange equipment repairs, and assist with office space and facilities planning, including recommending changes.

What you bring

• 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 preferred.
• Knowledge of scientific terminology and familiarity with research laboratory operations are a plus.
• Ability to work inclusively and collaboratively with a diverse population.
• Ability to perform and prioritize a variety of tasks, to learn tasks independently, to apply experience to develop new techniques, and to retain information associated with tasks.
• Actively seeks opportunities to increase skills and expertise and to increase efficiency and effectiveness in the job.
• Remains technically and administratively current in job.
• Strong communications skills: ability to effectively communicate information and to diplomatically communicate sensitive information in a professional manner maintaining confidentiality as needed.
• Excellent organizational, time management and decision-making skills.
• Exceptional customer service skills, a cooperative attitude, and a positive demeanor.
• Ability to work both independently and collaboratively on a team.
• Buils trust and able to lead teams, as necessary.
• Strong analytical skills, good judgment, and the ability to use critical thinking.
• Fully understands role in the work unit and in related units as well as understanding how the job relates to the organization.
• Willing to assist others as required.
• Strong digital literacy, including demonstrated proficiency with Mac or PC as well as Microsoft Office applications.
• Experience with AI for streamlining tasks is a plus.

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.

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.

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.

Hiring Pay Range

Pay Range $74,880.00 - $93,600.00 Pay Type: Annual

HHMI is an Equal Opportunity Employer

We use E‑Verify to confirm the identity and employment eligibility of all new hires. Howard Hughes Medical Institute (HHMI) is an independent, ever‑evolving philanthropy that supports basic biomedical scientists and educators with the potential for transformative impact. We make long‑term investments in people, not just projects, because we believe in the power of individuals to make breakthroughs over time.

Why HHMI: To move science forward we need a diverse collection of talents, expertise, and backgrounds in scientific research and science education, as well as communications, finance, human resources, information technology, investments, law, and operations. At HHMI, we encourage collaborative and results‑driven working styles and offer an adaptable environment where employees can do their best work. What makes us strong is the diversity of our perspectives. We work to promote a culture of inclusion in our work environments and across the greater scientific community. To find more information about us and the steps we're taking to make HHMI a more inclusive organization, visit our About Us page.

Your best option for consideration in our career opportunities is to apply directly via our HHMI Careers site. There, you will learn more about HHMI and can find information about our available roles. Contact us at [e-mail] if you require an accommodation related to completing the job application. All information you provide will be kept confidential and will be used only to the extent required to provide needed reasonable accommodations. Applicants have rights under federal employment laws. For more information about your rights as an applicant, please review these posters: Family and Medical Leave Act (FMLA), Know Your Rights, and Employee Polygraph Protection Act (EPPA).