Administrative Coordinator

About the role

The Sinclair lab is a world-renowned research group focused on the biology of aging, including genetic and small molecule approaches to understand and improve healthspan. The lab conducts interdisciplinary research spanning aging, cancer, neurodegeneration, metabolism, and regenerative biology.

Responsibilities

• Provide administrative coordination support for lab operations and day-to-day activities.
• Aid in scheduling internal meetings, seminars, and lab-wide events.
• Maintain shared calendars, deadlines, and internal scheduling systems.
• Support coordination of lab logistics including room bookings, event setup, and internal communications.
• Process and track expense reimbursements, receipts, and purchasing documentation.
• Assist with travel arrangements and related administrative documentation as needed.
• Draft, edit, and format internal and external communications as requested.
• Aid in preparation of presentations, reports, and routine administrative documents.
• Maintain organized records of lab documentation and administrative files.
• Coordinate onboarding and offboarding logistics for new and departing lab members in collaboration with departmental HR and lab operations staff.
• Serve as a point of contact for administrative inquiries and direct requests to appropriate resources.
• Support coordination between lab members and departmental offices (Genetics, HMS administrative units, and related programs).
• Support administrative compliance processes including documentation tracking and required submissions.
• Assist with coordination of institutional requirements (e.g., training documentation, system updates, and compliance workflows).
• Maintain confidentiality of sensitive administrative and personnel-related information.
• Assist with updates to lab website content including publications, announcements, and general information updates.
• Help maintain internal distribution lists and communication channels.
• Provide flexible administrative support for evolving lab needs in a dynamic research environment.
• Perform additional administrative duties as assigned.

Qualifications

• Three or more years of related experience.
• Strong organizational and time-management skills with ability to manage multiple priorities.
• Excellent attention to detail and accuracy in documentation.
• Ability to work independently and take initiative within defined responsibilities.
• Strong written and verbal communication skills.
• Ability to handle confidential information with discretion.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Familiarity with Google Calendar and basic administrative systems.
• Use of AI to organize work and make documents for PI.
• Ability to work effectively in a fast-paced academic environment with diverse stakeholders.
• Strong interpersonal skills and ability to collaborate across teams.
• Familiarity with Claude and ChatGPT.