Administrative Coordinator - Boston Area
Administrative Coordinator - Boston Area
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Job Description
Current HHMI Employees click here to apply via your Workday account.
HHMI is focused on supporting and moving science forward in a variety of different ways ranging from conducting basic biomedical research empowering educators inspiring students developing the next generation of scientists even stretching into film and media production. Our Headquarters is in the greater Washington DC metro area and is home to over 300 employees with expertise in investments communications digital production biomedical sciences and everything in between. The work housed here supports and augments the groundbreaking research conducted in HHMI labs across the nation. As HHMI scientists continue to push boundaries in laboratories and classrooms you can be sure that your contributions while working here are making a difference.
We are always open to finding selfmotivated and highly organized Administrative Coordinator candidates for potential opportunities within our labs in the greater Boston area.
The best candidates will be passionate about providing top notch administrative support for our Investigators and helping to foster a warm and welcoming lab environment. A keen eye for details and desire to provide excellent customer service are vital for success and this role is best fit for someone who is a selfstarter and proactive in their support style.
Applications are accepted on a rolling basis. You will be contacted by a member of our Recruitment team if your skills and experience appear to be a match when a role opens.
Principal Responsibilities:
Provide administrative support for the HHMI Investigator
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
Assist with correspondence management presentation development and be a resource for reviewing and proofreading documents from draft form
Work with researchers on visa and academic appointment issues
Order office supplies and reconcile monthly purchasing card expenses
Assist lab staff with onboarding requirements and HMS appointments
Coordinate letters of recommendation
Process and track reimbursements from multiple sources for Investigator laboratory members and visiting scientists through multiple systems
Keep laboratory website updated
Serve as a liaison between investigator and various administrative offices
Handle phone calls screen and greet visitors
Required Skills:
B.A./B.S. or equivalent years of education and experience
Minimum of 5 years of highlevel executive support
Prior experience with sophisticated detailed travel support a strong plus
Ability to assess rolling tasks in a fastpaced lab and prioritize accordingly
Excellent written verbal and interpersonal communication skills and the ability to use good judgment in working independently showing initiative and responding to inquiries
Ability to work both independently and as part of a team manage time and show initiative
Customer service approach and dedication to HHMIs mission and the labs goals
Strong digital literacy including demonstrated proficiency with Mac or PC as well as Microsoft Office applications
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 jobs 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.
Compensation Range:
Administrative Coordinator $66220.00 (minimum) $82800.00 (midpoint) $107580.00 (maximum)
Pay Type: Annual
HHMIs salary structure is developed based on relevant job market data. HHMI considers a candidates education previous experiences knowledge skills and abilities as well as internal equity when making job offers. Typically a new hire for this position in this location is compensated between the minimum and the midpoint of the salary range.
Compensation and Benefits
Our employees are compensated from a total rewards perspective in many ways for their contributions to our mission including competitive pay exceptional health benefits retirement plans time off and a range of recognition and wellness programs. Visit our Benefits at HHMI site to learn more.
Required Experience:
IC
Employment Type
Full-Time
