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Lab Administrator

Posted on 19 February 2021

Harvard University, Faculty of Arts and Sciences 
Cambridge, MA  

Job Summary: Lab Administrator generally supports two to three PI's with a combined research group of 30+ members within the Department of Organismic and Evolutionary Biology (OEB). The Lab Administrator reports directly to the Associate Director of Administration with a dotted line report to the PI's.

Department: Organismic and Evolutionary Biology (OEB)

OEB is a diverse and vibrant department with a broad range of research and teaching interests, ranging from the evolution and control of gene expression patterns within individuals and populations to the dynamics of ecosystems. Field and laboratory studies are key to understanding the evolution of organisms, how biodiversity is generated and maintained, how organisms work, and how organisms interact with their environment. OEB has close working associations with its allied institutions: the Museum of Comparative Zoology (MCZ) and the Harvard University Herbaria (HUH), as well as the Arnold Arboretum and the Harvard Forest. These institutions and their collections offer an unparalleled, rich set of resources for OEB students, faculty, visitors and staff.

Job-Specific Responsibilities:

Administrative Support: Acts as a liaison with lab, department, University and external personnel. Acts as primary point of contact for facilities, equipment, and IT service and repairs. Provides coverage for other complex projects or labs. Acts as a mentor to other faculty support staff in the department. Handles all event logistics for the lab, and serves as a primary source of contact for vendors. Designs and implements administrative standard operating procedures and systems for multiple laboratory groups, and works collaboratively with PIs on emerging areas of interdisciplinary research. Responsible for supervising and orienting new temps and students into the lab. Coordinates and oversees networking and social events. Responsible for maintaining and updating lab and project websites.

Faculty Support: Ensures journals adhere to University copyright policies. Edits manuscripts, and coordinates manuscript submissions to journals. Assists in drafting, editing, and submission for letters of recommendation, reports, and proposals, and course materials. Maintains and updates faculty documents. Manages the high volume of complex calendar invitations and subsequent travel. Prepares presentation and meeting materials. Assists with preparation, organization and dissemination of various internal and external committee materials.

Lab Support: Arranges complex domestic and international travel and field trip logistics and assists with permits. Responsible for the maintenance and review of all lab protocols including personnel onboarding, preparation and submittal of new protocols, annual renewals and amendments to ensure compliance with safety regulations. Assists with lab Institutional Animal Care and Use Committee (IACUC) protocols. Assists with the purchase, import and export of live animals in conjunction with the Office of Animal Resources (OAR) and external vendors/researchers. May assist with exporting of equipment and materials. Responsible for lab training rosters and ensuring all members of the labs are in compliance with Environmental Health & Safety regulations. Works closely with OEB Administration to provide documentation for all new (or any changes) research appointments. Coordinates the orientation of new incoming post-docs and graduate students.

Financial: Assists with budget preparation, including financial portions of research grants for federal and non-federal funding agencies. In conjunction with the OEB Finance Office serves as a resource on multiple project funding terms and conditions and provides periodic updates to faculty on spending rates. Responsible for monitoring all supply purchasing and processing all orders; submitting corporate card payments; submitting all travel reimbursements; and ensuring payment requests are submitted in proper format and in a timely manner.

Sponsored Research Support: Assists with both pre-award and post-award grants administration including development, preparation, and writing of all non-scientific materials. Ensures lab meets all grant submission and reporting deadlines and coordinates submission of all proposals to the OEB financial office. Coordinates administrative activities of subcontract institutions as needed.

Basic Qualifications: Five years' experience with proven office administration and customer service skills required.
Additional Qualifications and Skills:

College degree preferred, or an equivalent of education plus experience in an office environment.
Prior experience overseeing a research or related group and/or working closely with faculty, researchers.
Experience managing to a budget, specifically with grants proposals, monitoring and reporting.
Solid working knowledge of office processes and business policy development, and of related computer software and electronic communications tools.
Must have a proactive approach to problem solving.
Needs to be able to work independently with minimal supervision.
Proven interpersonal skills with experience providing complex administrative support in a high-profile environment with tact and diplomacy.
Ability to work across teams and with a variety of projects and constituencies.
Must be able to handle confidential information with discretion.
Higher education experience preferred.

Additional Information:
Salary Grade: 055
Time Status: Full-time
Union: 55 - Hvd Union Cler & Tech Workers
Pre-Employment Screening: Identity
Schedule: 35 hours per week: Monday - Friday, 9am-5pm
Job Function: General Administration
School/Unit: Faculty of Arts and Sciences

EEO Statement: We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.

Working Conditions: Office and lab. Some pushing, pulling, lifting (may assist with deliveries of lab supplies, food, etc.), may move boxes, sort files, etc.

A resume and cover letter must be submitted through Harvard Careers in order to be considered for this position.

Harvard University will not provide visa sponsorship for this position.

Follow the link below to apply for this position on Harvard Careers: