Administrative Coordinator - Boston Area

The current HHMI Employees can apply via their Workday account. HHMI supports science in various ways, from research to education, and its headquarters is in the Washington, DC area.

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
• Cook up travel arrangements and prepare detailed travel itineraries
• Organize weekly laboratory meetings, special seminars, and laboratory outings
• Aid in correspondence management, presentation development, and serve as a resource for reviewing and proofreading documents from draft form
• Collaborate with researchers on visa and academic appointment issues
• Order office supplies and reconcile monthly purchasing card expenses
• Aid 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 high-level executive support
• Prior experience with sophisticated, detailed travel support a strong plus
• 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 HHMI's mission and the lab's 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
• Mobility, including the ability to move materials weighing up to several pounds (such as a laptop computer or tablet)

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

Compensation Range: Administrative Coordinator – $66,220.00 (minimum) - $82,800.00 (midpoint) - $107,580.00 (maximum)

Pay Type: Annual

HHMI’s salary structure is developed based on relevant job market data. HHMI considers a candidate's 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.

HHMI is an Equal Opportunity Employer

We use E-Verify to confirm the identity and employment eligibility of all new hires.