Scientific Project Coordinator III

Allen Institute; Seattle (WA); Hybrid; USD 87,000 - 108,000; Full time

Job summary

Allen Institute in Seattle, WA, seeks a Scientific Project Coordinator III to support operations for the Brain Health accelerator. You will help manage large projects, maintain tools and SOPs, and coordinate scientific meetings to ensure goals are tracked.

The role combines project management with scientific operations, including fiscal oversight and collaboration management in a hybrid work setting.

Qualifications

• Bachelor’s degree in a relevant field or equivalent experience.
• Minimum of 3 years relevant project management experience.
• Demonstrated experience in project management and fiscal oversight.
• Proficiency with MS Office (Outlook, Word, Excel, PowerPoint).
• Experience with project management/collaboration tools and efficiency software.

Responsibilities

• Create and maintain electronic tools (databases, dashboards) to track large-scale projects.
• Design and maintain visual representations of complex scientific workflows.
• Support fiscal management including budgeting, forecasting, invoices and POs.
• Manage SOPs and coordinate project meetings with scientists and managers.
• Track milestones, identify at-risk deliverables, and implement mitigations.
• Coordinate collaborations via CRAs, MTAs, and Service Agreements.

Skills

Project management

Education

Bachelor’s degree in relevant field

Tools

Power BI

Smartsheet

MS Office

Job description

Scientific Project Coordinator III – Brain Health

The Allen Institute accelerates science for a healthier world through large-scale research designed to answer some of the most complex questions in biology. Our multi-disciplinary teams generate foundational knowledge, tools, and data to understand how our brain, cells, and immune system work. We share our work openly so others can build on it, move faster, and ask bigger questions. We drive discovery forward and create new possibilities for improving human health.

The goal of the Brain Health accelerator is to revolutionize the treatment of brain diseases by creating the first dual‑use molecular tools that can not only reveal information about the diversity of cells in the human brain but also be used to target novel treatments to specific types of cells.

The Scientific Project Coordinator III will report to the Senior Director of Scientific Program Management and will support operations and projects for the new Brain Health accelerator.

At the Allen Institute, we believe that science is for everyone – and should be open to everyone. We are dedicated to combating biases and reducing barriers to STEM careers more broadly.

We also believe that science is better when it includes different perspectives and voices. We strive to make the Allen Institute a place where everyone feels like they belong and are empowered to do their best work in a supportive environment.

We are an equal-opportunity employer and strongly encourage people from all backgrounds to apply for our open positions.

Essential Functions

• Create and maintain electronic tools (databases, spreadsheets, dashboards and other internal resources) to track the progress and performance of large‑scale scientific projects
• Create, modify and maintain visual (graphical) representations of complex scientific project workflows, including specimen, data and metadata flows
• Contribute to fiscal management, including CapEx budget planning, resource forecasting, tracking invoices and purchase orders (POs) and as well as CapEx expenditure monitoring and reporting
• Manage, modify and track new and existing standard operating procedures (SOPs)
• Attend scientific project team meetings and interact with scientists, principal investigators and project managers to ensure scientific goals are properly tracked and achieved
• Plan and organize internal project meetings with clear agendas, expected outcomes, and follow‑up on project‑related actions
• Create, maintain, and disseminate project deliverables, timelines, data requirements, and other project‑related matters using project management best practices and tools
• Keep project milestones/deliverables on track, monitoring and identifying at‑risk deliverables; implement mitigation strategies
• Contribute to fiscal management, including budget planning, resource forecasting, and expenditure monitoring and reporting
• Facilitate and support preparation for internal and external program reviews, Scientific Advisory Council meetings, Consortium meetings, and workshops
• Coordinate collaborations by setting up necessary legal agreements, such as collaborative research agreements (CRAs), material transfer agreements (MTAs) and Service Agreements (SAs)
• Manage requests for transfers of materials to and from the Institute via MTAs
• Contribute to the management of Institutional Biosafety Committee (IBC) registrations
• Contribute to maintaining the publications library
• Support post‑award execution of externally funded efforts in audit‑compliant fashion including contracts, sub‑awardees, budget tracking/variance reporting, prior approval requests, carry forward requests and agency reporting
• Resolves multi‑factored problems by applying seasoned judgement
• Analyzes work process issues and proactively adapts routines to fit with new information or technology
• Seeks out opportunities to enhance project and/or operations communications
• Contribute to larger operations areas and/or projects, including special projects, as needed

*Note: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This description reflects management’s assignment of essential functions; it does not proscribe or restrict the tasks that may be assigned.

Required Education And Experience

• Bachelor’s degree in relevant field (or an equivalent combination of degree and experience)
• Minimum of 3 years relevant experience
• Demonstrated experience in project management
• Proven experience with fiscal management
• Proficiency in MS Office (Outlook, Word, Excel, PowerPoint)
• Experience in the use of project management, collaboration management and/or efficiency software tools

Preferred Education And Experience

• Bachelor’s degree in applicable field
• 4+ years equivalent experience
• A strong understanding of cell type characterization technologies (such as transcriptomics, spatial transcriptomics, morphology, anatomical tracing, and electrophysiology) and the generation and validation of molecular tools, such as viral vectors is a plus
• Detail-focused and organized, with an understanding that communication and transparency are critical to achieving success
• Familiarity with HIPAA regulations
• Familiarity with IACUC, IBC, and IRB approval processes
• Familiarity with principles of operational efficiency
• Familiarity with biohazard and laboratory safety processes
• Familiarity with Power BI
• Familiarity with Smartsheet

Physical Demands

• Fine motor movements in fingers/hands to operate computers and other office equipment

Position Type/Expected Hours of Work

• This role is currently able to work both remotely and onsite in a hybrid work environment. We are a Washington State employer, and the primary work location for all Allen Institute employees is 615 Westlake Ave N.; any remote work must be performed in Washington State.

Travel

• Possible travel to collaborator sites for consortium meetings
• Possible travel to national conferences and/or consortium meetings

Annualized Salary Range

• $87,450 - $108,250
• Final salary depends on the required education for the role, experience, level of skills relevant to the role, and work location, where applicable.

Benefits

Employees (and their families) are eligible to enroll in benefits per eligibility rules outlined in the Allen Institute’s Benefits Guide. These benefits include medical, dental, vision, and basic life insurance. Employees are also eligible to enroll in the Allen Institute’s 401k plan. Paid time off is also available as outlined in the Allen Institutes Benefits Guide. Details on the Allen Institute’s benefits offering are located at the following link to the Benefits Guide: https://alleninstitute.org/careers/benefits .

It is the policy of the Allen Institute to provide equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state or local law. In addition, the Allen Institute will provide reasonable accommodations for qualified individuals with disabilities