Strategic Research Admin Coordinator — Grants & Publications

Howard Hughes Medical Institute (HHMI); Boston (MA); On-site; USD 65,000 - 90,000; Full time

Job summary

The Dana-Farber Cancer Institute seeks an Administrative Coordinator to support Dr. Pellman’s laboratory, handling advanced administrative tasks, budget oversight, manuscripts, and coordination with the Science Operations Office (SOO) and HHMI.

You will manage calendars, travel, reimbursements, and communications with host institutions, contributing to an international, collaborative research community.

Qualifications

• 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.

Responsibilities

• 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 SOO and other HHMI 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.

Skills

Calendar management

Complex scheduling

Travel coordination

Budget monitoring

Administrative support

Communication skills

Organizational skills

Time management

Data analysis

Problem solving

Education

Bachelor's degree or equivalent

Tools

Microsoft Office

Job description

The Dana-Farber Cancer Institute seeks an Administrative Coordinator to support Dr. Pellman’s laboratory, handling advanced administrative tasks, budget oversight, manuscripts, and coordination with the Science Operations Office (SOO) and HHMI.

You will manage calendars, travel, reimbursements, and communications with host institutions, contributing to an international, collaborative research community.