Administrative Coordinator at Harvard University in Boston, Massachusetts

Job Description:

Harvard University


Position Title: Administrative Coordinator

Req ID: 67383BR

School or Unit: Harvard Medical School

Description: Position Description

The Jon and Christine Seidman Labs are seeking a highly organized and detail-oriented Administrative Coordinator to provide top-level administrative and operational support. Dr. Christine Seidman, an M.D. and cardiologist, and Dr. John Seidman, a Ph.D. and geneticist, have a unique scientific synergy, combining their expertise to advance genomic research focused on the molecular pathogenesis of heart muscle diseases. Their lab integrates human genetics, computational biology, and experimental models, such as genetically modified mice and human iPSCs, to drive these discoveries.

The Administrative Coordinator will play a key role in coordinating lab activities, managing finances and grant administration in collaboration with the Genetics Department, and ensuring compliance with regulatory standards. This individual will also facilitate human resources and project management needs and act as the primary point of contact for lab members, collaborators, and external organizations. This is an excellent opportunity to support innovative research in a dynamic environment.

Key Responsibilities:

• Lab Grant Administration:
  • Prepare and submit federal and non-federal grant applications (including RO1 and consortium grants).
  • Prepare progress reports, renewal applications, and grant closeout procedures.
  • Serve as a liaison between PIs and grant administration offices at Harvard and Brigham and Women's Hospital.

• Lab Financial Oversight:
  • Oversee financial operations of the lab, including lab budget oversight, P-card and corporate card purchases, and general financial administration.
  • Collaborate with Senior Grants Managers on funding allocation, projection, and reconciliation.

• Lab Human Resources Coordination:
  • Coordinate recruitment, onboarding, and offboarding of lab personnel, ensuring compliance with Harvard and Brigham and Women's Hospital HR policies.
  • Maintain lab records and work closely with the Lab Manager to support new staff.
  • Serve as a key HR liaison for lab staff, addressing inquiries and coordinating with various university offices.

• Compliance and Protocol Coordination:
  • Liaise with the Harvard Office of Technology Development, Office of Academic Integrity, IACUC, and Brigham and Women's Hospital IRB to ensure compliance with material transfer agreements, conflicts of interest, protocol amendments, and annual renewals.

• Event and Meeting Coordination:
  • Manage calendars and prioritize meetings for Drs. Jonathan and Christine Seidman.
  • Organize lab events, including an annual two-day domestic and international research meeting.
  • Arrange travel and coordinate logistics for conferences and symposia.

• Lab Operations and Administration:
  • Support office and lab ordering through Harvard and Brigham and Women's systems.
  • Maintain research records, mailing lists, and lab meeting calendars.
  • Disseminate meeting announcements and important deadlines.
  • Coordinate reference letters and provide administrative support for current and former lab members.

• Other Duties:
  • Meet regularly with Senior Grants Managers and PIs to assess lab personnel, funding, and project needs.
  • Handle any additional administrative tasks as required to ensure smooth lab operations

Basic Qualifications

4 or more years of experience. Higher education may count towards experience.

Additional Qualifications and Skills

• BA degree strongly perferred
• Strong organizational skills with the ability to manage multiple projects and deadlines.
• Familiarity with grant administration, financial management, and HR processes in a university setting.
• Excellent communication and interpersonal skills, with the ability to work collaboratively with a diverse team.
• Proficiency in Microsoft Office, financial management systems, and Harvard or Brigham systems (a plus).

Additional Information

This is a two-year term position from the date of hire, with the possibility of extension, contingent upon work performance and continued funding to support the position.

The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up-to-date on CDC-recommended vaccines.

Please note that we are currently conducting a majority of interviews and onboarding remotely and virtually. We appreciate your understanding.

The Harvard Medical School is not able to provide visa sponsorship for this position.

Not ready to apply? Join our talent community to keep in touch and learn about future opportunities! (https://www.gem.com ?formID=16341e35-cbc6-4904-88a3-09b35763307e)

Benefits

We invite you to visit Harvard's Total Rewards website (https://hr.harvard.edu/totalrewards) to learn more about our outstanding benefits package, which may include:

• Paid Time Off: 3-4 weeks of accrued vacation time per year (3 weeks for support staff and 4 weeks for administrative/professional staff), 12 accrued sick days per year, 12.5 holidays plus a Winter Recess in December/January, 3 personal days per year (prorated based on date of hire), and up to 12 weeks of paid leave for new parents who are primary care givers.
• Health and Welfare: Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits. Most coverage begins as of your start date.
• Work/Life and Wellness: Child and elder/adult care resources including on campus childcare centers, Employee Assistance Program, and wellness programs related to stress management, nutrition, meditation, and more.
• Retirement: University-funded retirement plan with contributions from 5% to 15% of eligible compensation, based on age and earnings with full vesting after 3 years of service.
• Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.
• Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.
• Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.
• Commuting and Transportation: Various commuter options handled through the Parking Office, including discounted parking, half-priced public transportation passes and pre-tax transit passes, biking benefits, and more.
• Harvard Facilities Access, Discounts and Perks: Access to Harvard athletic and fitness facilities, libraries, campus events, credit union, and more, as well as discounts to various types of services (legal, financial, etc.) and cultural and leisure activities throughout metro-Boston.

LinkedIn Recruiter Tag (for internal use only)

#LI-KM2

Department Office Location: USA - MA - Boston

Job Code: 403040 Coordinator II

Job Function: General Administration

Work Format: On-Site

Sub Unit: ------------

Salary Grade: 055

Department: Genetics


Union: 55 - Hvd Union Cler & Tech Workers

Time Status: Full-time

Pre-Employment Screening: Identity

Schedule: 40 hrs. per week | Monday - Friday | 8:00 am - 5:00 pm

Commitment to Equity Diversity Inclusion and Belonging: We are committed to cultivating an inclusive workplace culture of faculty, staff, and students with diverse backgrounds, styles, abilities, and motivations. We appreciate and leverage the capabilities, insights, and ideas of all individuals. Harvard Medical School Mission and Community Values
https://hms.harvard.edu/about-hms/campus-culture/mission-community-values-diversity-statement

EOE 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.

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