Administrative Coordinator - John Lab

Administrative Coordinator - John Lab

Howard Hughes Medical Institute (HHMI)

New York City, NY, United States

Job Description

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.


We currently have an opening for an Administrative Coordinator to join the laboratory of Dr. Simon John at Columbia University.  Dr. John’s lab studies the molecular basis of glaucoma, with the aim of developing new therapeutic strategies.  They apply a multidisciplinary approach that combines molecular, genetic, and physiologic methods to identify genes and molecular mechanisms that underlie their neurodegenerative disease.


This role is responsible for supporting the Investigator and research staff by providing critical and specialized administrative support through performance of a wide range of complex and diversified duties.  Our target candidate is someone who feels confident working autonomously, but also enjoys working in a team environment. They will have a wide range of responsibilities, so an ability to handle multiple tasks and projects at a time is critical.



Essential Duties and Responsibilities

Administrative: 60%.  Primarily focus on providing superior administrative support to the Investigator and other research staff, which includes but is not limited to:

  • Planning and coordination of business travel and itineraries as well as on and off campus meetings
  • Complex document preparation – including composition, proofreading, research, compilation, research, formatting, review, and graphic/figure preparation
  • Creating and maintaining laboratory files, as well as Host Institution and HHMI policies/procedures
  • Heavy correspondence support – transcribing dictation, summarizing messages, preparing emails, writing letters, etc
  • Maintain multiple and complex office calendars and coordinate meetings, conferences, special events, and activities between labs and other outside parties
  • Coordinate lab orientation of all new lab members - arranging for email accounts, IDs and building access, ensuring all paperwork for HR and Payroll are prepared according to guidelines and submitted in a timely manner.
  • Maintain, organize and order laboratory supplies and equipment – working with involved parties to acquire supplies and equipment in a timely manner



Budget/Planning – 20%. 

  • Work in coordination with the lab manager regarding fund availability and budget management – including collecting data, implementing approved budgets, monitoring expenditures of funds, reviewing monthly reports, and liaising with involved stakeholders to ensure all expenses are covered
  • Work with Investigator to prepare sections and edit scientific papers and grant applications – to include graphic and slide preparation


Host Liaison – 20%.

  • Act as the primary point of contact in laboratory for all HHMI administrative requirements and reports in coordination with the Science Operations Managers and other Science Operations staff
  • 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.
  • May verify authorization to work within the U.S., as well as coordinate with host departments on transfers to/from host institute budgets.
  • May coordinate requests for visas by working with employees, Investigator, and OAS/Host Institution International
  • 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.


Preferred Qualifications


  • Bachelor’s degree or equivalent combination of education and experience in biology or similar scientific discipline AND five to seven years of increasingly responsible administrative experience in a research environment.
  • Knowledge of scientific terminology and familiarity with research laboratory operations
  • Advanced computer skills; proficient in Microsoft office suite
  • Ability to effectively communicate information and to diplomatically communicate sensitive information in a professional manner, as well as prepare correspondence and reports in a professional and appropriate manner
  • Exceptional customer service skills, a cooperative attitude and a positive demeanor.
  • Extensive experience supporting grant application writing, editing of papers, and other administrative duties
  • 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, 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 maintain a high level of accuracy and discretion in preparing and handling information, and maintain confidentiality appropriately

Required Skills

Required Experience

Please apply via recruiter’s website.

Quote Reference: Howard Hughes Medical Institute (HHMI)-hhmi-927-908