Laboratory Administrator

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Why join the Harvard Faculty of Arts and Sciences?

The Faculty of Arts and Sciences (FAS) is the historic heart of Harvard University. It is the home of Harvard’s undergraduate program (Harvard College, founded in 1636) as well as all of Harvard’s Ph.D. programs (the Harvard Kenneth C. Griffin Graduate School of Arts and Sciences, founded in 1872), Harvard Athletics and the Division of Continuing Education. The 40 academic departments and 30+ centers of the FAS support a community unparalleled in its academic excellence across the broadest range of liberal arts and sciences disciplines. Together, the FAS seeks to foster an environment of ambition, curiosity and shared commitment to knowledge and truth that elicits excellence from all members of our community and prepares the next generation of leaders through a transformative educational experience.

Job Summary:

The Laboratory Administrator provides a high level of complex administrative and operational support to a senior Faculty member (PI), and very active research group totaling 30+ members. Under the direction of the PI and in close consultation with the Principal Research Scientist, the position ensures efficient and effective day-to-day management of all administrative, financial, personnel, and operational activities for the research program. The role serves as a primary liaison with lab personnel, departmental and University offices, FAS administration, and external organizations including funding agencies, collaborators, and news media.

Job-Specific Responsibilities:

The incumbent manages and maintains a complex calendar for the PI, including scheduling and coordinating appointments, meetings, seminars, and other events, and responding to, tracking, and organizing a high volume of invitations to the PI for lectures and other engagements. The position organizes and executes a wide range of meetings, special events, and seminars, including logistical planning, communication with participants, and on-site coordination. It also oversees and manages the PI’s domestic and international travel, responding to last-minute changes or problems, and handling all related financial transactions and third-party reimbursements.

In consultation with the PI, Principal Research Scientist, and the Financial Manager (RPM), this role is responsible for a broad portfolio of financial and research administration activities. It prepares and processes all financial transactions; monitors spending; ensures compliance with University and sponsor policies; and is responsible for meeting submission and reporting deadlines and approving financial data for annual and final reports. In collaboration with the Manager and Financial Manager (RPM), the position supports the sponsored research portfolio, including purchasing and expenditure monitoring, effort reporting, cost sharing, transaction allocation, and resolution of post-audit issues. The incumbent cross-trains with the Financial Manager and provides back-up support as needed.

The position oversees research appointments and related personnel processes for the group, including coordinating hiring paperwork, onboarding, and visa application materials for international researchers. It manages group database projects (e.g., tracking student talks/seminars and awards, manuscripts, patents, and publications) and oversees videoconference and multimedia equipment for teaching and research activities. The incumbent assists the PI with all teaching-related duties as assigned, and manages a high volume of faculty recommendation letters, helping to organize and track documentation needed by students and trainees for job searches and other opportunities.

Operational responsibilities include designing, implementing, and maintaining standard operating procedures (SOPs) and administrative systems for the office and research group; overseeing purchasing, maintenance, tagging, and tracking of lab equipment; and coordinating maintenance and repair of lab facilities. The role handles IT-related functions for the group, including maintenance of group web pages, oversight of software and computer systems, and coordination with FAS IT support. The position also purchases office supplies, oversees office equipment operation and maintenance, composes and edits correspondence and reports, and works on special projects and other duties as assigned.

Working Conditions:

This position has a 4 day on campus requirement. One day remote, with opportunity to explore additional remote days as needed, upon PI approval. 

Basic Qualifications:

A minimum of 5 years of administrative experience; education may count toward experience.

Additional Qualifications and Skills:

• Bachelor’s degree preferred.
• Extremely detail-oriented, with excellent interpersonal, organizational, analytical, and problem-solving skills.
• Demonstrated ability to multi-task effectively under competing deadlines and shifting priorities.
• Proven ability to be proactive, take initiative, and exercise sound judgment.
• Ability to handle complex, confidential, and sensitive information in a professional manner.
• Dedicated team player with a strong customer service orientation.
• Strong computer skills (Word, Excel, PowerPoint, Outlook, and internet) and willingness/ability to learn and adapt to new software and technologies.
• Experience with or knowledge of Harvard University or similar higher-education research environment is a plus.

• Appointment End Date: This is a one year term position with possibility of renewal based upon continued funding and performance.
• Standard Hours/Schedule: 35 hours per week
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity
• Other Information: All formal offers will be made by FAS Human Resources

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Work Format Details

This position has been determined by school or unit leaders that some of the duties and responsibilities can be effectively performed at a non-Harvard location. The work schedule and location will be set by the department at its discretion and based upon operational needs. When not working at a Harvard or Harvard-designated location, employees in hybrid positions must work in a Harvard registered state in compliance with the University’s Policy on Employment Outside of Massachusetts. Additional details will be discussed during the interview process. Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Salary Grade and Ranges

This position is salary grade level 055. Please visit  Harvard's Salary Ranges  to view the corresponding salary range and related information. 

Benefits

Harvard offers a comprehensive benefits package that is designed to support a healthy work-life balance and your physical, mental and financial wellbeing. Because here, you are what matters. Our benefits include, but are not limited to: 

• Generous paid time off including parental leave 
• Medical, dental, and vision health insurance coverage starting on day one 
• Retirement plans with university contributions 
• Wellbeing and mental health resources 
• Support for families and caregivers 
• Professional development opportunities including tuition assistance and reimbursement 
• Commuter benefits, discounts and campus perks 

Learn more about these and additional benefits on our Benefits & Wellbeing Page. 

EEO/Non-Discrimination Commitment Statement

Harvard University is committed to equal opportunity and non-discrimination. We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard's academic purposes.

Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on the basis of race, ethnicity, color, national origin, sex, sexual orientation, gender identity, veteran status, religion, disability, or any other characteristic protected by law or identified in the university's non-discrimination policy. Harvard's equal employment opportunity policy and non-discrimination policy help all community members participate fully in work and campus life free from harassment and discrimination.