Administrative Coordinator

Administrative Coordinator

Howard Hughes Medical Institute (HHMI)

New York, NY, United States

Job Description

About HHMI

Howard Hughes Medical Institute (HHMI) is a science philanthropy whose mission is to advance biomedical research and science education for the benefit of humanity. We empower exceptional scientists and students to pursue fundamental questions about living systems, and work to share scientific discoveries with researchers, students, and science-curious individuals around the world.
Founded in 1953 by aviator and industrialist Howard R. Hughes, HHMI is headquartered in Chevy Chase, Maryland, and employs more than 2,500 people across the U.S. Visit to learn more about working at HHMI.



Support Investigator and research staff by providing analytical and specialized administrative support through performance of wide range of  advanced, diversified, and confidential administrative duties. The need to exercise critical thinking, take initiative and use sound judgment based on experience is required  in prioritizing and managing tasks, resolving problems, and making recommendations.  Duties and tasks are complex in nature where considerable judgment, independent action and a high degree of initiative are required in resolving problems and making recommendations.  Work is performed with a high level of  autonomy and independence. Act independently to determine methods and procedures on new assignments. Perform administrative duties in areas such as budget preparation, monitoring, and control, manuscript preparation and special projects.  Collect, prepare, edit, and assemble information in support of Science Operations Office(SOO) and laboratory operations.


Principle Responsibilities:

  1. Deliver superior administrative support to Investigator and other research staff. Anticipate needs of laboratory staff, and investigate and resolve a broad range of problems. Serve as a resource to other administrative and operations staff.
  2. Participate in, support and prioritize a wide range of projects. Initiate projects by determining tasks to be done, identify individuals needed, coordinate meetings, and distribute data as necessary.
  3. Perform complex document preparation assignments. Compose, proofread, research, and compile letters and/or special reports. Conduct library research. Review and edit written materials such as publications or manuscripts from draft form. Create documents from rough draft, format documents, proof and verify documents for accuracy.
  4. Assist with manuscript preparation and formatting requirements. Prepare figures and graphics for publications and presentations.  Conduct PubMed searches. 
  5. Create and maintain laboratory files; research files to locate information in a timely manner; resolve any discrepancies. Gather and research data to create reports as needed by laboratory staff.
  6. Answer routine and non-routine inquiries without further consultation, resolve matters and respond to problems or complaints. Refers more complex issues to appropriate personnel.
  7. Act as the primary point of contact in laboratory for the Science Office Manager (SOM) or other SOO staff for all HHMI administrative requirements and reports.
  8. Maintain, organize and order laboratory supplies and equipment. Liaise with appropriate Host Institution and SOO to acquire supplies and equipment in a timely manner. Assist with the reconciliation and verification of OCP expenditures.
  9. Coordinate orientation of all new lab members. Includes scheduling safety, animal and other required training sessions, arranging for email accounts, IDs and building access.  May conduct HHMI new hire orientation.  Ensures all paperwork for HR and Payroll are prepared according to guidelines and submitted in a timely manner.  May verify authorization to work within the U.S. Coordinate with host departments on transfers to/from host institute budgets.
  10. Work with Investigators to coordinate all Associate appointments/ re-appointments. Ensure accuracy in the overall process, including appropriate documentation for initial appointment, monitoring appointment end dates, timely submission of paperwork and work with the investigator to ensure equity in salary determination.
  11. May coordinate requests for visas by working with employees, Investigator, and SOO/Host Institution International
  12. May work with employees and SOO or Host Institution to resolve payroll issues.
  13. Review budget reports from all sources and oversee allocation of funding as appropriate. Communicate with institutional administrative offices to ensure all expenses are covered.  Provide guidance to Investigator regarding funding support for laboratory members and plan for transitions as necessary when grants or fellowships are obtained or will be ending.  Collect and assemble data used in preparation of HHMI laboratory budget. Implement approved budgets and monitor expenditures of funds; review monthly budget reports and investigate variances.
  14. Maintain laboratory records of Host Institution and HHMI policies and procedures and communicate changes to appropriate personnel.
  15. Maintain multiple and complex office calendars. Schedule and coordinate meetings, activities of laboratory staff and visitors, conferences and special events. Coordinate activities between labs and other outside parties.
  16. Plan, schedule and coordinate business travel, arrange on and off campus meetings. Produce and distribute travel itineraries. Assist Investigator, laboratory staff, and visiting scholars with completing and submitting travel reimbursement and expense reports (i.e. TOBERS)
  17. Perform miscellaneous administrative duties as required.
  18. May assist Investigator with research grant submissions, annual reporting and competing renewals. Track all related internal and external deadlines.  Collect and submit required forms documenting the laboratory’s compliance with Federal and non-Federal grant requirements, including budgetary and regulatory assurances.  Coordinate with the host Office of Sponsored Research concerning extramural funding opportunities and submissions.
  19. May assist in office space and facilities planning; make recommendations for changes; maintain inventory of furniture and equipment. May assist in arranging repairs on equipment.
  20. Act as liaison with other host institution departments, including the Safety Office, Parking Office, ID Cards, Library, Graduate Student Programs, Campus Housing, Finance/Accounting, HR, etc.


Preferred Qualifications:

Education and Experience:

  • Bachelors degree or equivalent combination of education and experience including courses in human resources, business and office management AND five to seven years of increasingly responsible administrative experience in a research environment. Knowledge of scientific terminology and familiarity with research laboratory operations are a plus.
  • Advanced computer skills; proficient in Microsoft office suite. Experience with Host Institution and HHMI computer systems preferred.
  • Fully understands role in the work unit and in related units as well as understanding how the job relates to the organization as a whole. Willing to assist others as required.
  • Ability to perform and prioritize a variety of tasks, to learn tasks independently, to apply experience to develop new techniques, and to retain information associated with tasks. Actively seeks opportunities to increase skills and expertise and to increase efficiency and effectiveness in the job.  Remains technically and administratively current in job. 
  • Able to prepare correspondence and complex reports in a style that is appropriate to the needs of the recipient.
  • Ability to effectively communicate information and to diplomatically communicate sensitive information in a professional manner.
  • Ability to meet deadlines.
  • Exceptional customer service skills, a cooperative attitude and a positive demeanor.
  • Ability to work both independently and collaboratively on a team. Builds trust and able to lead teams as necessary.
  • Excellent organizational, time management and decision-making skills.
  • Able to maintain confidentiality appropriately.
  • Strong analytical skills, good judgment, and the ability to use critical thinking.
  • Ability to manage a variety of responsibilities at once. Ability to remain flexible and handle a variety of changing priorities.
  • Ability to make independent decisions based on knowledge of individual teams and team members; ability to change methods of communication and interaction based on knowledge of individual teams and team members.
  • Ability to maintain a high level of accuracy and discretion in preparing and handling information.


HHMI is an Equal Opportunity Employer

Required Skills

Required Experience

Please apply via recruiter’s website.

Quote Reference: Howard Hughes Medical Institute (HHMI)-hhmi-845-908