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Administrative Coordinator - Card Lab

Howard Hughes Medical Institute (HHMI)
United States, New York, New York
June 23, 2022

Primary Work Address: 100 Haven Avenue, New York, NY, 10032

Current HHMI Employees, click here to apply via your Workday account.

The lab of Dr. Gwyneth Card is seeking an Administrative Coordinator to support their lab operations - the lab is moving and soon to be located at Columbia University. This position has an estimated start date of September 1st. The Card Lab studies the neural mechanisms and circuit architectures that underlie behavior choice for ecologically relevant, visually-guided behaviors of the fly. Our work combines high-throughput, high-resolution behavioral quantification with genetic, electrophysiological, and functional imaging techniques More information can be found on the lab .

This position provides high level administrative support to the Investigator and research staff in a fast-paced environment. Due to the fast-paced nature of the work of the lab, ideal candidates are people who thrive in a quickly evolving environment and who have a strong ability to multitask, as well as a desire to be a part of a community. This role is best fit for someone who is a self-starter and proactive in their support style - and someone who is passionate about the research work that the lab is conducting.

What You Will Do:

  • 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 HR with hiring and onboarding personnel for positions within the lab, and serve as a resource for new lab employees during the onboarding process

  • Oversee lab inventory and order lab supplies

  • Monitor equipment, as well as arranging for maintenance and serving as an escalation point for issues

  • Serve as key liaison with the Columbia departments, HHMI, and various grant organizations

  • Track grant and HHMI expenditures to facilitate efficient spending and provide monthly updates to the PI and lab, as well as ensure compliance with NIH regulations

  • Assist Investigator and lab members with research grant submissions, annual reporting and competing renewals. Track all related internal and external deadlines. Collect and submit required forms documenting the laboratory's compliance with Federal and non-Federal grant requirements, including budgetary and regulatory assurances. Coordinate with the host concerning extramural funding opportunities and submissions.

  • Process and track reimbursements from multiple sources for Investigator, laboratory members and visiting scientists

  • Manage lab website

  • Assist with publication submissions, including editing

  • Prepare and monitor material transfer agreements

  • Prepare slides and presentations for meetings and publications

  • Draft letters and correspondence

Experience You Bring:

  • Bachelor's degree or equivalent experience

  • Ability to assess rolling tasks in busy lab and prioritize accordingly

  • Excellent organization skills

  • 4-7 years of prior administrative experience

  • Ability to work collaboratively with diverse group of lab personnel, as well as department personnel

  • Strong computer skills, preferably on the Mac platform, including demonstrated proficiency with Microsoft Office applications and graphics programs such as Power Point and Photoshop

  • Ability to work independently, use good judgment, meet tight deadlines and show initiative

Preferred Qualifications:

  • Prior experience with document editing

  • Experience with and talent for art, particularly working with Illustrator

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.

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 site to learn more.

HHMI is an Equal Opportunity Employer

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