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Lab Administration Coordinator

3 months ago

Ashburn, United States Howard Hughes Medical Institute (HHMI) Full time
About the role:

In this role, you will serve as an operational liaison by fostering collaborative partnerships between operational and scientific staff.  You will need to consistently provide timely, professional, customer-focused service with responsibilities to include various aspects of procurement, budget management, travel, seminar/meeting organization, asset management, and policy communication.  You will seamlessly handle and take ownership of a wide variety of situations and tasks, communicate in an easily understood manner, and ensure the efficient management of labs to maximize their time spent conducting research. This position supports science but is similar in nature to a position such as an Office Manager (heavy administrative duties). This is an entry-level position.

About the Lab Administration Team:

Lab Administrators, commonly referred to as Lab Coordinators or LCs, aim to bridge the gap between science and operations, allowing Janelia's scientists to focus on their projects and helping to ensure efficient campus operations. We are dedicated to propelling science forward by fostering collaborative partnerships between Operations and Science.

What we provide:

  • A competitive compensation package, with comprehensive health and welfare benefits.

  • A flexible, hybrid schedule.

  • The opportunity to engage with world-class researchers, contribute to impactful science, and be part of a dynamic community committed to advancing humanity’s understanding of fundamental scientific questions.

  • Amenities that enhance work-life balance such as on-site childcare, a free gym, on-campus housing, social and dining spaces, and convenient shuttle bus service. 

What you’ll do:

  • Deliver superior administrative support, anticipate needs, investigate/resolve issues and ensure resolutions.

  • Handle end-to-end orders for lab/office supplies and equipment, including obtaining quotes, researching availability and vendors, processing invoices, and reconciling use of corporate credit cards.

  • Liaise with the Travel Department to plan, schedule, and coordinate business travel for lab staff, candidates, and visitors, produce and distribute travel itineraries, and complete and submit expense reports.

  • Collaborate with labs’ financial analyst on budget inquiries, policy clarification, potential variances, and overages. Ensure expenses are within established guidelines and charged to appropriate department and commodity codes.

  • Act as a primary point of contact and work closely with lab staff and operational departments.

  • Schedule and coordinate meetings, activities of laboratory staff and visitors, conferences, and special guests.

  • Assist with asset management and inventory and complete appropriate forms for trial equipment, equipment disposal and transfer.

  • Assist team members with lab coverage and contribute productively in team discussions/meetings.

What you bring:

  • A bachelor’s degree or equivalent experience.

  • A minimum of 3 years of administrative experience, preferably in a research environment.

  • Advanced computer skills including MS Office, Adobe Acrobat, and other technologies as needed.

  • Superior ability to communicate information and ideas effectively. 

  • A positive self, team, and organizational message.

  • Ability to maintain a high level of accuracy in preparing and entering information.

  • Ability to prioritize workload, set deadlines independently, and complete projects in a timely and efficient manner.

  • Ability to use internal resources and interact with all levels of the organization.

  • Cooperative and service-oriented attitude and demeanor.

  • Ability to learn tasks independently and to apply prior experience to develop new techniques.

  • Actively seeks opportunities to increase skills and expertise to remain current in job.

  • Knowledge of scientific terminology and familiarity with research laboratory operations are a plus.

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.

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.