Lab Administrator

Basic Qualifications Five or more years of related experience.

Education beyond high school may count towards experience.

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 position will be on campus 5 days/week 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.

Position Description LAB FUNCTIONS: * Serves as principal administrative contact for faculty, researchers, and students in the lab(s)/group(s) on daily administrative lab activities including business operations, purchasing/procurement, shipping, compliance, electronic document organizing, etc.

* Takes the lead to problem solve, on behalf of the faculty, critical lab issues with lab group members, other offices at SEAS (research administration, human resources, financial operations, faculty affairs), and external parties (vendors) using business judgment and project management skills.

* May support lab related functions as needed, including material transfers, core facility charge logistics, equipment inventory and asset tagging.

May also maintain lab roster, coordinate onboarding and offboarding of lab members, and handle related tasks.

* Responsible for keeping lab physical and electronic files organized.

Ensures ease of access to materials and processes for faculty and lab members.

* Works independently with minimal supervision in collaboration with faculty PI in a work environment with multiple and conflicting priorities.

* Interacts with research group(s) on a daily basis, building knowledge of lab structures and needs, developing lab/group processes as needed.

* May manage lab group websites; may assist with preparing slides for group meetings.

GENERAL ADMINISTRATIVE DUTIES: * Prepares appointments (including Harvard Sponsored Roles) for incoming lab members, including paperwork for visa information data sheets, and 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 and updates PI when appointments are ending.

* Maintaining updated electronic access to lab file/data sharing and communication platforms (e.g.

google drive, HUIT services, HMS services, slack etc.). Adding people when they join and removing people once they leave.

* Coordinate hiring of temp research members and consultants and manage submission of timesheets and invoices, to ensure people get paid.

* Manages complex calendars for faculty, and coordinates scheduling and logistics for meetings (including catering when appropriate), visitors, tours, appointments, and travel.

* Maintains and updates biographical information including CVs/biosketches for faculty, publication, and collaborator lists.

* Provides general administrative assistance to lab members such as travel, conference registration, reimbursement, etc.

* Provides support on submitting forms and reports within Harvard such as yearly faculty activity report, OTD forms, advising forms etc.

* May assist with planning events, including group retreats, seminars, and conferences hosted by faculty and receiving of visitors/guests.

* May provide course assistance by maintaining a course website, tracking grades, and general support for semester-end presentations.

* Assists with hiring and recruitment in collaboration with faculty affairs and HR (e.g.

posting and managing job openings on ARIES). * Makes sure publications are posted to relevant websites.

* Processing of recommendation letters.

FINANCIAL: * Uses Harvard financial systems to process financial transactions, such as purchasing supplies and/or equipment, reimbursements for travel, corporate card payments, purchasing card transactions, and manages transactional activities for internal and external vendors.

* Collaborates with grant managers to review grant expenditures to stay up to date on funding sources OTHER: * Accomplishes related duties and takes on new responsibilities in response to changing office needs.

* Learns new software and systems as needed.

* Participates in team meetings, trainings, and activities for faculty support staff.

* May provide back-up to other labs as needed in consultation with the PI and Director for Faculty Support.

* Other duties as assigned.

Job Summary Reporting to the Director of Faculty Support and Administration and the Harvard Biodesign Lab faculty PI, 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) and Finance Procurement Specialists to support the faculty and research group(s) with their financial portfolios.