Career Center

Job Summary

Reporting to the Director of Faculty Support and Administration, the Lab Administrator performs a wide range of complex and confidential administrative and financial duties that support research, teaching, advising, travel, and related activities. The Lab Administrator anticipates and resolves problems and provides updates on the status of projects and tasks as needed. This position will work closely with Research Portfolio Managers (RPMs) to support the faculty and research group(s) with their financial portfolios.

Position Description

LAB FUNCTIONS:

• Organizes and maintains the structure of the lab by managing day to day activities including business operations, purchasing/procurement, shipping, compliance, electronic document organizing, etc.
• Serves as principal administrative contact for faculty, researchers, and students in the lab(s)/group(s). Interacts with research group(s) daily, building knowledge of lab structures and needs, developing lab/group processes as needed. May manage lab group websites and prepare slides for group meetings.
• Manages capital equipment and all lab inventory and ordering. Oversees the maintenance of equipment, liaisons with vendors, and maintains service/warranty contracts. May serve as a point of contact to respond to equipment alarms.
• Works independently with minimal supervision in collaboration with faculty PI in a work environment with multiple conflicting priorities. Takes the lead in solving critical lab issues and supports various lab related functions as needed.
• Maintains animal protocols, DEA sensitive compounds compliance, and all records regarding biomaterials coming into the laboratory. Maintains infection control protocols in the lab environment. Acts as Environmental Health and Safety (EH&S) liaison relative to training and record keeping.

GENERAL ADMINISTRATIVE DUTIES:

• Prepares appointments for incoming lab members and assists with hiring of temporary staff and consultants, including all paperwork. May assist with onboarding and orientating new group members (including liaising with IT for access, internal lab file sharing and communication access, lab safety officer), building access. Maintains lab roster, updates PI when appointments are ending, and manages submission of timesheets and invoices.
• Maintains a reference binder (Job Book) to manage deadlines, scheduling, documents for review, information on job applicants or lab visitors, travel itineraries, and Faculty Council or committee work.
• Maintains updated electronic access to lab file/data sharing and communication platforms (e.g., google drive, HUIT services, HMS services, slack etc.).
• Manages complex calendars for faculty, coordinates scheduling and logistics for meetings, and visitors, tours, appointments, and travel. May assist with planning events and meetings and receiving visitors/guests. Maintains and updates biographical information including CVs/biosketches for faculty, publication, and collaborator lists. May provide general administrative assistance to lab members.
• May provide course assistance by maintaining a course website, tracking grades, and general support for semester-end presentations. May process recommendation letters.
• Makes sure publications are posted to relevant websites.
• Collaborates with grant managers to review grant expenditures and uses Harvard financial systems to process financial transactions.
• Accomplishes related duties and takes on new responsibilities in response to changing office needs including learning new software and systems as needed, participating in team meetings, trainings, and activities for faculty support staff and provides back-up to other labs as needed in consultation with the PI and Director for Faculty Support.

Basic Qualifications

Five or more years of related experience. Education beyond high school may count toward experience.

Additional Qualifications and Skills

• College degree, or an equivalent of college level coursework preferred.
• Relevant experience in an office environment; experience supporting faculty or executives, particularly with documents and file organization, calendar management and travel; and experience supporting multiple principals strongly preferred.
• Experience working in or with a biological lab and basic familiarity with IACUC a plus.
• Excellent time management and organizational skills, and the ability to prioritize competing demands in a fast-paced environment. Ability to work with interruptions, adapt to change, and respond quickly to last-minute alteration requests regarding calendars, schedules, and travel.
• Prior work experiences that called for independent initiative, and ability to work independently with minimal supervision, make appropriate adjustments to workflow, and problem solve.
• Strong attention to detail, accuracy, follow-through, and dependability is essential.
• Project management skills and experience preferred.

Communication Skills:

• Ability to establish effective work relationships across all levels.
• Excellent customer service and oral and written communication skills.

Computer Skills:

• Competency using a variety of computer software, including Microsoft Word, Excel, and PowerPoint Adobe Suite and Zoom.
• Must possess the ability to learn and adapt to new systems quickly, including emerging office technologies and communication tools.
• Experience with updating websites and using Harvard systems a plus.

Physical Requirements

There are no significant physical requirements.

Working Conditions

Work is performed in an office environment.

Additional Information

• Applicants should submit a resume and cover letter.
• The Harvard John A. Paulson School of Engineering and Applied Sciences does not provide visa sponsorship for administrative and staff positions.
• This is an on-site position (5 days/week) based in Allston, MA.
• The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up-to-date on CDC-recommended vaccines.

Benefits

We invite you to visit Harvard's Total Rewards website (https://hr.harvard.edu/totalrewards) to learn more about our outstanding benefits package, which may include:

• Paid Time Off: 3-4 weeks of accrued vacation time per year (3 weeks for support staff and 4 weeks for administrative/professional staff), 12 accrued sick days per year, 12.5 holidays plus a Winter Recess in December/January, 3 personal days per year (prorated based on date of hire), and up to 12 weeks of paid leave for new parents who are primary care givers.
• Health and Welfare: Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits. Most coverage begins as of your start date.
• Work/Life and Wellness: Child and elder/adult care resources including on campus childcare centers, Employee Assistance Program, and wellness programs related to stress management, nutrition, meditation, and more.
• Retirement: University-funded retirement plan with contributions from 5% to 15% of eligible compensation, based on age and earnings with full vesting after 3 years of service.
• Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.
• Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.
• Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.
• Commuting and Transportation: Various commuter options handled through the Parking Office, including discounted parking, half-priced public transportation passes and pre-tax transit passes, biking benefits, and more.
• Harvard Facilities Access, Discounts and Perks: Access to Harvard athletic and fitness facilities, libraries, campus events, credit union, and more, as well as discounts to various types of services (legal, financial, etc.) and cultural and leisure activities throughout metro-Boston.

Work Format

On-Site


Commitment to Equity, Diversity, Inclusion, and Belonging
Harvard University views equity, diversity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a campus culture where everyone can thrive. We strive to create a community that draws upon the widest possible pool of talent to unify excellence and diversity while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.

SEAS Commitment to Diversity
SEAS is dedicated to building a diverse community of individuals who are committed to contributing to an inclusive environment. Some of our core values include respect for all, serving the greater good, and welcoming individuals from diverse backgrounds, experiences, and perspectives.


EEO Statement
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.

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