ADMINISTRATIVE COORDINATOR

Responsibilities

• Coordinate and compile research grant proposal submissions of varying scope, ensuring compliance with intricate federal and sponsor requirements.
• Work collaboratively with subcontractors to secure compliance documentation and keep submissions on track.
• Partner with the Post-Award division of OSP to proactively monitor and strategically manage award finances, track spending, optimize carry-forward balances, process reimbursements, and execute re-budgets.
• Support lab compliance by helping to maintain documentation such as IACUC, IBC, and IRB approvals, biosketch templates, Other Support pages, and publication compliance.
• Aid in preparing and submitting Just-in-Time (JIT) requests, progress reports (RPPRs), and final RPPRs.
• Assist PIs and laboratory staff with a variety of operational tasks, including processing purchase orders, reviewing and approving timesheets, coordinating with IT Services, working with Facilities to arrange repairs and equipment maintenance, keeping track of EH&S training and biosafety compliance for lab members, and handling outgoing shipments.
• Collaborate with the Human Resources and International Services departments and assist with recruiting and onboarding new lab personnel.
• Manage PI’s calendars, orchestrating high-level meetings and organizing scientific conferences.
• Cook up domestic and international travel for PIs and lab members, handling logistics, bookings, itineraries, and expense reimbursements.
• Cook up logistics for institute-wide events and visiting guest speakers to deliver memorable, high-impact scientific gatherings.
• Aid throughout the entire research process by supporting manuscript submissions, invention disclosures, and Material Transfer Agreements, facilitating the transformation of scientific breakthroughs into published and protected innovations.
• Take on additional coordination responsibilities to advance the lab’s mission.

Requirements

• A high school diploma or equivalent (GED) required; bachelor’s degree preferred, or an equivalent combination of education and directly related experience.
• At least 3 years of experience in an administrative role within a medical, research, educational, or legal environment, with duties that included preparing detailed forms such as grants, contracts, or legal documents.
• Proficiency with Microsoft Office Suite (Excel, Word, PowerPoint, Outlook), Adobe products, and other spreadsheet and database software for financial analysis and management.
• Ability to interpret and apply complex policy guidelines, make informed decisions, and contribute to process improvements.
• Ability to interpret financial reports and make informed recommendations on grant spending, purchasing, and hiring decisions.
• Strong organizational skills with the ability to manage competing priorities, maintain accuracy across multiple tasks, and meet deadlines reliably.
• Excellent written and verbal communication skills, including drafting professional correspondence, summarizing complex information, and communicating effectively across all levels of the organization.
• Ability to work independently, take initiative, follow through on assignments with minimal supervision, and proactively anticipate needs.
• Adaptable and open to developing new skills in a dynamic research environment.

Compensation

The expected hiring range for this position is $27.00 to $32.00/hourly, commensurate with experience. Consideration will be given to experience that exceeds the listed requirements. Comprehensive Benefits Include Employer Contributed Retirement Plan – Depending on eligibility, employees receive an employer contributed retirement plan (no employee contribution required) and the option to contribute to a 403(b) (which is similar to a 401(k) using your own pre or post-tax dollars) Full Suite of Health and Welfare plans including three medical plan options (including an HSA available option), dental, vision, life insurance, disability, EAP and more Access to Flexible Spending Accounts (Medical/Dependent Care)