Administrative Coordinator/Administrative Assistant

Administrative Coordinator/Administrative Assistant

Howard Hughes Medical Institute (HHMI)

Cambridge, MA, United States

Job Description

Howard Hughes Medical Institute (HHMI) is a science philanthropy with a mission 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.


We have an exciting opportunity for an Administrative Coordinator to perform a wide variety of duties in support of Professor H.R. Horvitz, HHMI Investigator and faculty member in MIT’s Department of Biology.  Professor Horvitz and his laboratory analyze the roles of genes in animal development and behavior, gaining insight into human disease.


Job responsibilities include:


  • Act as liaison between Investigator and HHMI and MIT departmental administrators, research collaborators, visiting scientists, students, and vendors
  • Process new appointments and reappointments of lab staff, including visa administration
  • Track funding for graduate students and assist student and postdoctoral fellows with funding applications
  • Draft and edit scientific award/accomplishment congratulatory letters and general correspondence
  • Finalize letters of recommendation (adding salutations and dates) and send to recipients
  • Compile data for a variety of reports for HHMI, MIT, and outside funding agencies
  • Assist with preparation and submission of grant applications, competitive renewals, and progress reports, ensuring that deadlines are met and required information is provided in the appropriate format
  • Review, maintain, and reconcile discretionary accounts
  • Process and track travel and business expense reimbursements for lab staff
  • Maintain travel profile for Investigator
  • Plan, organize, and communicate logistics for meetings
  • File and maintain Investigator, laboratory and student records
  • Perform related administrative duties as requested




  • Bachelor’s degree and/or prior experience providing administrative support, preferably in an academic environment (including knowledge of standard office protocols)
  • Strong computer skills, (Mac) including MS Office (Word, Excel, PowerPoint,), SAP, SAPweb, Concur, and Outlook; working knowledge of web search engines
  • Experience with federal grant policies, procedures, and grant agencies (e.g., NIH)
  • Experience with accounting systems, financial administration
  • Strong attention to detail, including spelling, grammar and arithmetic
  • Excellent organizational, interpersonal, and communication (verbal and written) skills
  • Ability to work both independently and as part of a team to ensure effective and efficient workflow
  • Good judgment
  • Ability to multi-task, prioritize and be flexible to accept shifting priorities and reliably meet deadlines
  • Ability to be proactive when appropriate, identifying and resolving issues
  • Solution oriented work style
  • Ability to handle situations with diplomacy and tact
  • Ability to troubleshoot basic computer/printer issues


HHMI is an EOE

Required Skills

Required Experience

Please apply via recruiter’s website.

Quote Reference: Howard Hughes Medical Institute (HHMI)-hhmi-030522-Horvitz