Administrative Coordinator - Card Lab

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 will start after 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 PowerPoint 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

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.